Office Administrator

Job description

Join our dynamic team at IC as an Office Administrator and help shape the future of FinTech innovation. This full-time, on-site opportunity based in Limassol offers you the chance to make a real impact in a fast-paced and forward-thinking environment. Apply now and take the next step in your career with us! Who We Are: IC is a global leader in trading with over 15 years of success, a strong international presence, and a team of skilled professionals, remains at the forefront of financial technology innovation. As an agile company that values growth and collaboration, we offer an exciting opportunity to be part of a dynamic industry where innovation meets excellence. What You’ll Do: We are looking for a proactive, personable Office Administrator to run the day-to-day operations. This role is the face of the office - greeting visitors, keeping the workplace organised and well-supplied, coordinating travel and meetings, and bringing colleagues together through well-run company events. The ideal candidate is highly organised, discreet with confidential information, and comfortable juggling multiple priorities in a fast-paced, regulated financial services environment. Key Duties and Responsibilities: Reception & Front Office Act as the first point of contact for employees, visitors, candidates, clients, and external partners. Welcome and assist visitors in a professional and friendly manner. Manage incoming calls, emails, and general office enquiries. Coordinate visitor access, meeting rooms, and visitor arrangements. Maintain a professional and welcoming reception area. Receive and distribute incoming mail, courier deliveries, and documents. Coordinate outgoing courier and postal services. Maintain visitor records where required. Support the coordination of interviews, meetings, and external appointments. Correspondence & Communication Manage incoming calls, emails, and general office enquiries. Receive and distribute incoming mail, courier deliveries, and documents. Coordinate outgoing courier and postal services. Travel & Logistics Manage all travel arrangements, hotel bookings, and taxi services for staff and visiting management. Facilities & Vendor Management Coordinate with suppliers, contractors, building management, cleaning services, and other external providers. Follow up on office maintenance, repairs, and facilities-related issues. Act as the main point of contact for day-to-day office and facilities matters. Liaise with building management regarding access, maintenance, parking, utilities, and other building-related matters. Coordinate cleaning and office maintenance schedules. Monitor the overall condition and presentation of the workplace. Escalating health, safety, security, or facilities concerns to the appropriate person. Help ensure that office areas comply with internal workplace standards. Support workplace initiatives that improve employee experience and office functionality. Office Supplies & Procurement Monitor office supplies, stationery, kitchen supplies, and other consumables. Maintain appropriate stock levels and place orders when required. Track office administration spend and process related invoices with Finance. Meetings & Scheduling Support the coordination of interviews, meetings, and external appointments. Assist with scheduling meetings, preparing documents, and coordinating appointments. Event Coordination Coordinate internal company events, employee activities, celebrations, workshops, and team gatherings. Assist with planning events from concept through to execution. Coordinate venues, catering, entertainment, suppliers, transportation, equipment, and other logistical requirements. Obtain quotations and coordinate with vendors and service providers. Prepare event schedules, attendee lists, materials, and other required documentation. Coordinate communication and invitations for internal events. Ensure events run smoothly on the day and resolve any logistical issues promptly. Collect feedback following events and identify opportunities for improvement. Support HR and Management with company-wide events and employee engagement initiatives. Records & Documentation Maintain organized records of office-related documentation, contracts, invoices, and supplier information. Support the organization of employee documentation and records in line with company procedures. Maintain confidentiality when handling employee, company, or business information. General Support Ensure the smooth day-to-day running of the office. Support the implementation and maintenance of office procedures and policies. Assist with administrative tasks requested by HR, Finance, Management, or other departments. Support onboarding activities by helping prepare workstations, access cards, office equipment, and other practical arrangements for new employees. Support offboarding activities, including the collection and coordination of company equipment and access-related items. Serve as a helpful point of contact for employees regarding office-related questions and requests. Support employees with practical workplace needs and escalate HR-related matters where appropriate. Assist with employee engagement initiatives and workplace activities. Help maintain a positive, inclusive, and professional office environment. Support internal communications relating to office activities, events, and practical arrangements. Provide general administrative support to the HR team and other departments when required. Assist with the preparation and distribution of internal communications. Assist with onboarding and employee orientation activities. Qualifications: Diploma or Degree in any major. Degree in Business Administration, Office Management, or a related field is preferred. Business professional level in Greek and English, both written and spoken. Hands-on experience planning or coordinating corporate events. Strong organisational skills with the ability to multitask and prioritise in a fast-paced environment. Excellent verbal and written communication and interpersonal skills. A professional, presentable, and customer-service-oriented manner. Discretion and sound judgement when handling confidential or sensitive information. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Good to Have: 1– 2 years of experience in an office administration, front-desk, or receptionist role. Working knowledge of workplace health & safety practices. Experience liaising directly with building/facilities management and external contractors. Working Schedule: Monday to Friday: 09:00 – 17:00 Why Join Us? Experience Rewards Beyond Just a Job! Because You Matter. Competitive Pay – We value you , not just your role. Our compensation reflects the skills and experience you bring to the table. Career Growth – Your journey is important. We’re here to support your development with ongoing learning and clear paths to advancement. Work-Life Balance – Time to rest is time to thrive. With 22 days of annual leave, your personal life is respected and prioritized. Wellness & Healthcare – Health comes first. Enjoy 12 paid sick days and full medical insurance coverage after 6 months, because your well-being is our priority. Future Security – We’re invested in your tomorrow. Participate in our Group Savings and Life Insurance Plan after 6 months. Snack Hub – We care about your daily comfort. Our fully stocked kitchen keeps you energized with fresh fruit, snacks, and beverages. Lunch on Us – Nourishment and connection matter. Enjoy a delicious daily lunch buffet with teammates. Paid Overtime – Your extra effort doesn’t go unnoticed. We recognize and reward the time you put in. Learning & Development – We believe in your potential. Dedicated budgets support your upskilling and curiosity. Referral Bonus – People matter here. Bring in great talent and get rewarded for growing our community. Team Spirit – Culture is everything. Join a team that celebrates together through events and team-building activities. MadBenefits - An exclusive employee perk platform offering hundreds of discounts on dining, retail, entertainment, and everyday essentials. Fitness & Recreation – Stay active and refreshed with access to gym facilities, organized sports, and relaxing spa treatments. Unwind Fridays – We’re human too. Enjoy a relaxed Friday drink with colleagues to close the week on a high note. Our culture is built on empathy, respect, and trust, because at the heart of everything we do is you . Your next big opportunity starts here! Apply now at and let’s build something incredible together! IC is an equal opportunity employer. We welcome applications from all qualified candidates regardless of gender, age, nationality, disability, religion, or any other protected characteristic. Thank you for your interest in joining IC. Due to the high volume of applications, only candidates under consideration will be contacted. All applications are handled with the strictest confidentiality.