Main purpose
As a Receptionist and, 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.
Key responsibilities
Front of House, Communication & Employee/Visitor Support
Ensure the smooth running of daily office operations to support overall employee efficiency
Act as the first point of contact for internal and external communication, including phone calls, emails, and general enquiries
Facilitate clear and professional communication between internal teams and external stakeholders
Provide a high standard of service to visitors and employees, responding to requests and needs promptly and professionally
Welcome, register, and escort visitors, ensuring a professional and seamless front-of-house experience
Manage meeting room bookings, ensuring rooms are appropriately prepared, scheduled, and turned over efficiently
Support meetings and office events through coordination, setup, and logistical assistance
Prepare meeting agendas and take minutes when required
Handle sensitive and confidential information with discretion, ensuring compliance with privacy and security policies
Adapt to changing priorities while ensuring deadlines and service standards are consistently met
Office Administration & Operational Support
Provide comprehensive administrative support across departments, assisting with day-to-day operational requirements
Maintain accurate and well-organised physical and digital filing systems, ensuring accessibility and data integrity
Support efficient management of office resources, including supplies, equipment, and workspace utilisation
Coordinate procurement of office supplies and services, ensuring timely delivery and cost efficiency
Process invoices and payment requests in accordance with internal procedures
Assist with budget tracking and monitoring of office-related expenditure
Support onboarding of new employees, including workspace preparation, system access coordination, and induction support
Assist in planning and coordinating office events, meetings, and conferences, including logistics and scheduling
Facilities, Security & Workplace Support
Support facilities management activities, including maintenance coordination, office upkeep, and service resolution
Liaise with cleaning and facilities teams to ensure a safe, clean, and professional working environment
Manage access control systems, including issuing security access cards, monitoring visitor entry, and maintaining accurate logs
Escort technicians and contractors on-site and support maintenance or repair works as required
Proactively identify and address facilities-related issues to ensure smooth office operations
Ensure meeting rooms, kitchens, and shared spaces are consistently maintained to a high standard
Required qualifications
Minimum 1 year experience in Reception or Facilities department
Previous experience in customer service and dealing with VIP/high-profile guests is essential
Fluent in Greek and English (native or professional level in both languages)
Proficient in Microsoft Outlook, Excel, and Word (intermediate/sufficient level)
Attributes for success
Teamwork Skills: Team-oriented with the ability to work independently
Effective Communication: Strong verbal and written communication skills
Customer Focus: Thrives in customer-facing environments and consistently delivers excellent service
Department overview
The Office / Facilities Management department focuses on improving productivity, efficiency, and working conditions in the Athens office. It covers workplace management, office equipment, budgeting, onboarding, visitor reception, internal events, travel support, internal communications, and office procurement. The department works with multiple stakeholders to ensure smooth operations and a well-functioning, collaborative office environment.
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.
Please make sure that you submit your CV in English.