Main Purpose:

The purpose of this role is to provide a professional reception and 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 to our external and internal clients as well as supporting team administration requirements in an accurate and timely manner.

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities:

• Managing phone calls, emails, incoming and outgoing post deliveries, staff enquiries
• Organizing/booking meetings / video conferences / events
• Take full charge of welcoming all visitors, representing the Company in a professional and welcoming manner ensuring a positive first impression.
• Manage calendars by scheduling appointments, meetings, and conference room bookings.
• Providing administrative support such as filing, data entry, reporting and any other ad hoc request may occur
• Organizing and making sure reception and meeting rooms are clean, tidy and well presented
• Communicating with office suppliers ensuring the high quality of service standards are met at all times
• Keeping stock of office supplies, managing consumables and placing orders when necessary, handling the relevant orders, delivery, expenses and invoices
• Organising hotel arrangements for incoming visitors and taxis as per requests
• Booking of external restaurants/meetings/lunches
• Interacting with other departments such as Information Technology (IT) when someone needs more technical assistance
• Arranging for catering for meetings and daily office use
• Perform administrative duties when required

Abilities, Experience and Qualifications:

• Fluency in English
• Excellent knowledge and ability to use Microsoft office (Outlook, Excel & Word)

Competencies:

• Outstanding written and verbal communication
• Positive Attitude
• Excellent organizational skills
• Consistent Dependability
• Personal time management
• Dynamic, multitask, high energy individual

Accustomed to a fast-paced environment

Key Relationships and Department Overview:

Key Relationships:

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

Reporting Structure

• Facilities Manager Athens Office

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.