FF&E Horizontal Administrative Specialist

About Us

At Sani/Ikos Group, we own and operate 13 multi-award-winning luxury beachfront resorts across Greece and Spain. We are actively redefining premium hospitality globally and as we rapidly expand our portfolio with major new developments, we are looking for sharp, ambitious talent to join our corporate team.

We are seeking passionate individuals who are ready to shape the future of our dynamic organisation. We know that our people are our power, and we ensure every individual in our team achieves their maximum professional potential. We foster a culture where you can truly be your authentic self, celebrating your uniqueness and empowering you to be creative and bold. Join a positive, inclusive workplace committed to providing unparalleled training and accelerated growth opportunities.

Main Responsibilities

Contract & agreement administration

• Coordinate the preparation, review and execution of supplier agreements following procurement negotiations, in liaison with FF&E Management.
• Work with Legal, Finance, internal stakeholders and suppliers to ensure agreements are finalised and signed within required timelines.
• Maintain a central register of FF&E supplier agreements and related contractual documentation.
• Monitor key milestones, deliverables, payment terms and supplier obligations.
• Ensure purchase orders and contractual documentation align with commercially agreed terms.
• Coordinate amendments, addenda and other contractual documents as required.
• Follow up outstanding agreements and documentation through to completion.

Implementation & follow-up of commercial agreements

• Monitor agreed discounts, rebates, commercial conditions, warranties, payment terms and other supplier commitments.
• Coordinate with relevant project FF&E Specialists to resolve any discrepancies between negotiated terms and their implementation.
• Maintain clear records of supplier commitments and outstanding actions.
• Support supplier-related commercial follow-up and issue resolution.

FF&E stock & warehouse management

• Take ownership of the Group’s FF&E stock inventory.
• Maintain an accurate database of furniture, lighting, equipment and other FF&E items held in storage.
• Track quantities, condition, location and project allocation of stored items.
• Identify opportunities to reuse existing stock in new developments, renovations, replacements or operational needs.
• Organise periodic stock reviews.
• Maintain visibility of obsolete, damaged or surplus items and coordinate the appropriate action.

Group-wide FF&E initiatives & special projects

• Coordinate ad hoc FF&E projects and exercises requested by Management.
• Support Group-wide benchmarking and standardisation initiatives.
• Coordinate small-scale sourcing or procurement exercises not assigned to a specific hotel development project.
• Gather information from hotels, suppliers and internal departments and consolidate findings.
• Manage assigned horizontal mini-projects from initial brief through coordination, recommendation and implementation.
• Prepare clear management reports, summaries and PowerPoint presentations to communicate findings, procurement information, benchmarks, recommendations, status updates and key decisions.
• Develop and maintain PowerPoint presentations for Management and internal stakeholder meetings, ensuring information is structured clearly and presented in a professional and visually effective manner.
• Translate complex procurement, commercial and project information into concise, decision-oriented presentation materials.
• Follow up with stakeholders and suppliers to ensure agreed actions are completed within the required timeline.

Procurement operations & governance

• Ensure supplier documentation, agreements, approvals and procurement records are properly maintained and traceable.
• Develop and maintain trackers providing visibility of contracts, procurement actions, stock and special projects.
• Support the development of standard templates, workflows and procurement tools.
• Consolidate procurement and project information into clear reports and management presentations when required.
• Support the preparation of materials for internal reviews, Management meetings and Group-wide procurement initiatives.

Cross-project coordination

• Provide operational support across all FF&E projects rather than being dedicated to one specific development.
• Act as a central coordination point for activities outside the day-to-day responsibility of individual project FF&E Specialists.
• Consolidate information across projects and stakeholders to provide Management with clear visibility of progress, issues, actions and recommendations.

About You

• Educational background in administration, management or a related field.
• 4–7 years of relevant experience in procurement, contract administration, project coordination or a related administrative/project environment.
• Experience within hospitality, construction, real estate development, FF&E or a related project environment is preferred.
• Experience coordinating multiple projects or stakeholders simultaneously is highly desirable.
• Experience preparing professional management reports and PowerPoint presentations is highly desirable.

* Not sure if you meet all the role requirements? We still welcome your application and a chance to learn more about why you think you could be a valuable addition to the Sani/Ikos team

Our Promise

We believe in accelerating your career and valuing your potential. We are building the future of luxury hospitality, and we want you to lead it with us.

• Accelerated training and development: We offer unique training and development programmes specifically designed to equip you with the advanced digital and strategic skills needed for leadership roles in a luxury corporate environment. From continuous learning through our global e-learning platform, masterclasses and workshops-enhanced by exclusive academic partnerships such as eCornell - to transparent performance management and leadership development, we support your growth, empower your impact and help you shape your career from day one. At the same time, we foster teamwork and a strong sense of community through our internal communication tools, where people connect, collaborate, share knowledge and celebrate success.
• Quality mentorship: You’ll join high-performing teams, benefiting from direct mentorship and working alongside exceptional senior leaders who are invested in your success and professional evolution.
• Job security and financial stability: Benefit from the security of working for a financially solid and rapidly expanding global group, offering long-term career stability.