Office Administrator

Career In Progress is a Career Management and Recruitment company providing boutique services to businesses across Greece. On behalf of our client, a leading consulting firm in the field of Learning & Development and member of a prominent international network , we are looking for an organized, tech-savvy, and detail-oriented Office Administrator. The successful candidate will act as a central coordination point for the office, ensuring the smooth day-to-day operation of the company and the successful execution of internal processes and client projects. About Our Client: Our client is an established Learning & Development (L&D) consultancy , operating as part of an international network. The company helps organizations and professionals unlock their potential through innovative learning solutions, leadership development programs, coaching, and skills & personality assessment tools. As the company continues to grow, they are looking for a detail-oriented Office Administrator who will develop into a trusted partner to the management team. The role requires a strong organizational mindset, as he/she will be responsible for coordinating multiple processes, schedules, deadlines, and communications simultaneously with various stakeholders, including clients, trainers, external partners, and the company's international network .

Key Responsibilities

- Organize and coordinate daily office operations and training programs, including calendar management, meetings, scheduling, and follow-up actions.
- Prepare training materials, presentations, and participant lists .
- Communicate with clients and participants throughout the training process.
- Coordinate trainers' logistics, including training kits, printed materials, and equipment, from preparation through to the completion of each training program.
- Manage the CRM system and digital tools , including entering client information and activities, creating projects/programs/sessions, and issuing certificates.
- Maintain and update CRM systems, Google Drive, Outlook, and internal databases.
- Create assessment groups for each client company, send participation invitations, and export and format assessment reports.
- Manage client platforms , including exporting participant lists, recording attendance, and filing assessment results by client.
- Manage the invoicing cycle and financial reporting , including monthly invoicing, payment tracking, and preparation of monthly financial reports for the international network.
- Collaborate with the external accounting firm by collecting, scanning, recording, and filing income/expense documentation, receipts, and invoices.
- Manage office supplies and coordinate external suppliers.
- Provide overall administrative support to management and assist with ongoing projects, ensuring tasks are completed accurately and within agreed deadlines. Requirements & Candidate Profile:
- Bachelor's degree in Business Administration, Management, or a related field.
- 2+ years of experience in an administrative or support role, such as Office Coordinator, Executive Assistant, or Operations Support — ideally within a Training, Consulting, HR, or Professional Services environment.
- Excellent command of English , both written and spoken, for daily communication with the international network.
- Strong organizational skills , with the ability to multitask, prioritize, and coordinate multiple tasks, deadlines, and stakeholders simultaneously.
- Strong digital literacy and technical skills , including: -Solid MS Office skills, with practical experience in Excel and professional presentation design -Excellent knowledge of Google Workspace (Drive, Docs, Sheets, Calendar) -Experience with CRM or similar customer management systems and Outlook. -Familiarity with AI tools, such as Gemini, ChatGPT , or similar platforms, and the ability to use them effectively in everyday work. -Excellent attention to detail, consistency in following procedures, critical thinking, and the ability to evaluate, verify, and improve AI-generated content. -Strong communication and excellent interpersonal skills. -Proactive, reliable, and solution-oriented mindset, with the ability to work independently. Additional

Skills:

- Experience with online assessment and survey platforms.
- Basic knowledge of accounting and invoicing processes.

What we offer

- Full-time, permanent employment, Monday – Friday, 09:00 – 17:00, on-site in Palaio Faliro .
- Competitive salary of up to €1250,00 net/monthly.
- The opportunity to join one of the leading Learning & Development companies in Greece.
- A modern, collaborative, and people-oriented working environment.
- Continuous training and professional development opportunities through the company's international network.
- Potential for an additional benefits/bonus package.
- The opportunity to play a key role in a growing organization, where your contribution can have a real and measurable impact. If you are highly organized, confident with digital tools, detail-oriented, and eager to contribute actively to the smooth operation and development of our projects, we would be delighted to receive your application.