Job Description
Industry: Banking, Financial Services, and Oil and Gas
Seniority for this role: Not Applicable
Main Purpose: As a Receptionist and Administrative Assistant, you will provide professional administration services to the Athens office and its visitors. You will support the facilities and administration team to ensure that the office is maintained safely, providing a pleasant working environment as well as supporting team administration requirements in an accurate and timely manner. Knowledge Skills and Abilities, Key Responsibilities: Key Responsibilities: Ensure the smooth functioning of office activities and processes to support the efficiency of employees. Facilitate communication within the office and external stakeholders to ensure clarity and visibility. Provide excellent service to visitors and support to employees, addressing their needs and concerns promptly and effectively. Provide administrative support to various departments and teams within the organization, assisting with tasks as needed. Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations. Ensures that deadlines are met and adapts to changing priorities. Prepares meeting agendas and takes meeting minutes when required Manages calendars for senior staff, including making travel arrangements when required Maintains physical and digital filing systems Manage office resources efficiently, including space, supplies, and equipment, to meet operational requirements and cost efficiency. Address challenges and issues that arise in the office promptly and effectively, finding practical solutions to resolve them. Facilitate the maintenance and cleanliness of the office space, ensuring it is safe and conducive to work. Coordinate the procurement of office supplies, equipment, and services, ensuring timely delivery and cost-effectiveness. Plan and organize office events, meetings, and conferences, including venue selection, catering, and logistics. Serve as a point of contact for internal and external communication, including phone calls, emails, and inquiries. Managing the company’s electronic security system, including issuing access cards and monitoring visitor entry Coordinate and maintain office documents, files, and records, ensuring they are easily accessible and up to date. Process invoices and payment requests. Assist in budget preparation and monitoring of office expenses, ensuring adherence to financial guidelines. Assist in the onboarding process for new employees, including preparing workspace, coordinating training, and facilitating orientation programs. Abilities, Experience and Qualifications: Bachelor’s Degree Previous experience in Facilities department Fluency in English and Greek Excellent knowledge and ability to use all Microsoft office Good understanding of Fire and Health & Safety procedures Competencies: Exceptional communication and negotiation skills, both written and verbal, with the ability to convey complex information clearly and persuasively. Energetic, dynamic and enthusiastic personality High business ethics and personal integrity (handling of confidential information) Organizational and time management skills Key Relationships and Department Overview: Key Relationships: External visitors External vendors, including cleaning and maintenance staff Office staff Management and Directors of Trafigura Department Overvi The Office Management department is focused on improving productivity, efficiency, and working conditions within the Athens office. There is a wide range of responsibilities, including managing a modern workplace, handling office equipment, building a warm office environment, managing office budget, welcoming visitors and new employees to the workspace, organizing activities in the office and off-site events for office personnel, planning travel for staff, managing internal communications, acquiring office furniture, and many more. It also involves a lot of stakeholders and its actually about making sure that the office and everyone in it work harmoniously. Equal Opportunity Employer We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status. Show more Show less