Office Operations & Administration Assistant (12‑month Fixed‑Term)

About the role

We are looking for an Office Operations & Administration Assistant to support our newly created Trading & Shipping affiliate in Athens. The role is a 12‑month fixed‑term position responsible for ensuring smooth day‑to‑day office functioning and providing logistical support to the team.

Key responsibilities

• Own and manage overall office operations, including mail room handling and implementation of efficient procedures.
• Serve as the primary point of contact for facilities management, office supplies procurement, maintenance coordination and access control.
• Plan and execute equipment procurement, space layout design and operational systems to maintain office efficiency.
• Provide a professional reception for visitors and manage shipping documentation, liaising with delivery services such as DHL.
• Handle vendor requests, support contract and price negotiations, process invoices and oversee the full purchase‑order cycle.
• Maintain a master tracker for payments, vendor creation and cost control, and assist in preparing monthly expense reports.
• Coordinate internal and external events, manage logistics for missions, seminars and team activities, including hotel, restaurant and transportation bookings.
• Support the organization of internal meeting logistics and ensure smooth execution of office‑wide initiatives.

Required profile

• Experience in office administration, facilities management or related support functions.
• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills for interacting with internal teams, vendors and external guests.

Required skills

• Proficiency in handling shipping documentation and coordinating with courier services.

What we offer

• Opportunity to work within a global energy trading ecosystem.
• Exposure to a fast‑growing international team in a dynamic sector.
• Professional development in office operations and vendor management.