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Ζητείται Office Administrator

Oceonix Services Cyprus Ltd: Ζητείται Office Administrator – Λεμεσός

We are looking for an Office Administrator to join our successful and dynamic team. You will be responsible for managing the office, local administrative processes, and localManagement. The ideal candidate will enjoy working in a fast-paced environment.

Job Description:

A top tier, rapidly growing transportation company, with a focus on high value transportation investments in shipping, intermodal, aviation, and rail, is seeking to hire an Office Administrator with a minimum of 5 years’ experience. The diverse fleet comprises Bulk Carriers, Container Ships, Oil & Chemical Tankers and Gas Carriers (VLGC), LNG carriers and an extensive newbuilding programme. Our experienced team is involved in all day-to-day ship management activities including Chartering & Operations, Quality & Safety, Insurance, Finance, Crewing and Technical operations.

The ideal candidate will have experience in working with an international team of shipping professionals and will be someone that can work independently with a ‘can do’ hands-on attitude, in a demanding, dynamic, multi-cultural and multi-jurisdictional work environment. The successful candidate will be situated in Limassol, Cyprus, and will be reporting to the local Director heading the Cyprus operation.

Responsibilities and expectations include:

  • Manage administrative duties and ensure the office operates smoothly.
  • Maintain a clean and organised office environment, in liaison with the office cleaners. Be proactive in organising the office, suggesting best practice solutions for approval.
  • Maintain office & working office equipment at all times, in liaison with the property manager and IT provider.
  • Primary point of contact for maintenance, mailings, supplies, equipment, deliveries, repairs, and any office related matters, under the supervision of the local Director.
  • Arrange the procurement for local office related supplies, under the oversight of the local Director. Execute approved orders and ensure inventory is up to date for stationery, equipment, supplies.
  • Manage the day-to-day administration and relationships with office vendors and service providers.
  • Support the Director in implementing and monitoring adherence to office policies, and undertake ad hoc tasks and projects as requested.
  • Coordinate meetings, agendas, conference room bookings and oversee catering for company meetings.
  • Provide support and attend to guests and visitors.
  • Oversee and ensure an effective e-filing and a paper filing system.
  • Keep track of office expenditure, ensuring timely processing, where needed including relevant analyses, background, and comments on drivers of office needs.
  • Assist with local event organisation and team activities, as requested by the local Director.
  • Process expense reports associated with local office expenses and needs.
  • Maintain professional communication between all departments and associates of the organization.
  • Where necessary, facilitate communications with internal and external stakeholders.
  • Assist with the procurement of services where required via a structured vendor selection process in accordance with Company policy, under the oversight of the local Director.
  • Finance reconciliation of submitted employee expense claims
  • As requested by the local Director provide remote support (~20%) on an ongoing basis to the HR / Office Manager of the UK office by handling:
  • UK office procurement – assist with business cards, stationery and office supplies orders for approved office expenditure in line with budget
  • Preparing office related expense reports associated with the performed UK office procurement
  • Maintaining holiday tracker and update Team calendar
  • Business travel planning for Group executives
  • Managing e filing for forms
  • Preparing onboarding forms for IT / Telephone
  • Employee records support as required by evolving group wide information systems needs (e.g. dates of travel, locations, etc)
  • Ad hoc projects as required and agreed with the local Director.

Required skills and qualifications

  • Minimum 5 years’ demonstrable experience as an office administrator, an experienced / rounded office assistant, or similar role
  • Qualifications in business administration or similar secretarial studies is an advantage.
  • Fluent in oral and written English and Greek – excellent professional communication in the English language is a must and a key requirement for the role.
  • Demonstrable proficiency in Microsoft applications (Excel, Word, PowerPoint)
  • Dynamic, efficient, and effective, with strong time management skills
  • Hands on, with ability to work independently and in a team-based environment
  • Demonstrated willingness to be flexible and adaptable to changing priorities
  • Strong multi-tasking, communication, and organisational skills, with effective attention to detail.

A competitive salary with private medical insurance and pension package alongside a performance related bonus package would be on offer. All candidates must have the right to work in Cyprus.

To apply for the position, please send your CV to quoting: “” by 24 May 2023. Only shortlisted applicants will be responded to.