Office Administrator

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 icmarketsbamboohr.com/careers 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.