Office Admin Specialist

We are seeking a highly organized and proactive Office and Admin Specialist to become the central point of contact and administrative backbone of our Athens and Thessaloniki offices. As the face of our company, you will manage our reception area and ensure a welcoming environment for all employees and guests.

This role is fundamental to the smooth operation of our daily business activities, requiring a blend of front-desk management, administrative support and facility coordination. You will work independently on a wide range of tasks, collaborating closely with the Administration and Facility Leader, the Country Representative and other members of the local management team to maintain a highly efficient and professional workplace.

Key Responsibilities

1. Front Office & Hospitality Management:

• Serve as the first point of contact for the Athens office, managing the reception desk with professionalism and courtesy.
• Manage all incoming calls, correspondence and mail/courier services, directing them to the appropriate channels.
• Provide a first-class welcoming experience for all visitors, clients and new employees, ensuring all security and check-in procedures are followed.

2. Administrative & Operational Support:

• Provide comprehensive administrative and secretarial support to the management team and wider office as required.
• Acting as focal & contact point for Business Travel management, being the main channel to designated travel agency (AMEX) and training colleagues to book their own business trips according to Corporate Travel Policy.
• Spearhead the planning and execution of internal events, team off-sites, and client meetings, managing logistics from start to finish.
• Manage all office dispatches, such as post and courier deliveries, and prepare any necessary accompanying documentation.
• Manage the corporate car fleet, overseeing renewals, new leases, and adherence to company policy.

3. Facilities & Office Management:

• Maintain and manage office supplies, including stationery, consumables, and refreshments, ensuring the office is always well-stocked.
• Act as the primary contact for all facility-related matters, including building maintenance, cleaning services, and security.
• Ensure compliance with Health, Safety, Security, and Environment (HSSE) regulations in line with local legislation and corporate standards.
• Coordinate office space planning, rearrangements, and potential renovation projects under the supervision of Administration and Facility Team Leader.

4. Finance & Vendor Coordination:

• Assist in the preparation and supervision of the administrative budget, tracking expenses and processing invoices.
• Manage relationships with admin SGnA vendors, including vendor creation&onboarding new suppliers and acting as the main contact for inquiries.
• Receive and process invoices for admin SGnA (Selling, General & Administrative Expenses) and IT costs, ensuring timely forwarding to our accounting partners (Deloitte).
• Support with marketing requests by coordinating the order and distribution of branded materials and promotional items for business events under the supervision of Administration and Facility Team Leader.

5. Cross-Functional Collaboration:

• Provide ad-hoc, temporary administrative support to business functions as needed, including HR, Finance, and Customer Experience, demonstrating flexibility and a collaborative spirit.
• Liaise with the IT department for access card management and support for external IT services.
• Collaborate with the HR department on relevant administrative processes.
• Handling Bill of Ladings shipping in cooperation with CX Dept

Qualifications & Experience

• Proven professional experience in an Office Management, Administration or Executive Assistant role.
• A Bachelor’s degree in Business Administration, Hospitality, or a related field is highly advantageous.
• Full professional fluency in both Greek and English (written and verbal) is mandatory.
• Proficiency in the MS Office Suite (Outlook, Word, Excel, PowerPoint) and a strong aptitude for learning new software and corporate systems.
• Experience in a multinational corporate environment is considered a plus.

Key Competencies

• Outstanding Organizational Abilities: Demonstrates the capacity to effectively prioritize multiple tasks and manage a demanding workload within a complex environment. Consistently meets deadlines and maintains high productivity levels while working independently, without the need for direct supervision.
• Proactive Problem-Solver: Demonstrates initiative and the ability to independently identify challenges and find effective solutions from a range of established options.
• Superior Communication & Interpersonal Skills: An outstanding communicator who can interact with stakeholders at all levels, from senior leaders to external vendors, with confidence and diplomacy.
• High Level of Discretion: Ability to handle confidential information with the utmost integrity and professionalism.
• Adaptability & Team Spirit: A flexible and collaborative individual who thrives in a dynamic environment and is willing to support various teams to achieve common goals.

We Offer

• A dynamic, international work environment
• Structured onboarding and continuous learning opportunities
• Career progression based on your experience and ambition
• The chance to be part of a global leader shaping the future of trade

Ready to grow your career with us? Apply now and set sail on your next career journey!

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

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