Main Purpose:

The purpose of this role is to provide professional administration services to the Athens office and its visitors. The role 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:

• Proactively ensuring our office spaces remain tidy and safe spaces in which to work
• Liaising with external vendors such as cleaners, maintenance providers, etc., to coordinate office maintenance and repairs.
• Organize and monitor office refurbishments when needed
• Monitor office energy consumption and utilities rates and contracts
• Handling Fire and Health & Safety procedures
• Dealing with contractors and getting quotes for work that needs to be carried out
• Process contractor and client invoices
• Be a named key holder for emergency call outs. Liaise with the alarm company as and when required
• Managing the company's electronic security system, including issuing access cards and monitoring visitor entry
• Organize corporate events
• General administrative tasks
• Handling of floor plan
• When needed, assisting in receptionist/administrative tasks (Welcoming visitors, providing them with a warm and professional reception, answering incoming calls in a polite and professional manner, transferring or taking messages as necessary, handling incoming and outgoing mail)

Abilities, Experience and Qualifications:

• University and/or Master degree
• Minimum 1-2 years of 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:

• Excellent oral and written communication and negotiation skills
• Energetic, dynamic and enthusiastic personality
• High business ethics and personal integrity (handling of confidential information)
• Organizational and time management skills

Reporting Structure

Facilities Manager Athens Office

Key Relationships and Department Overview:

Key Relationships:    

• External visitors
• External suppliers, including cleaning and maintenance staff
• Office staff
• Management and Directors of Trafigura

Department Overview

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.