Found.ation is an innovation management consulting firm that passionately transforms organisations and teams by activating new skills and disruptive methodologies for the evolving business world, uniquely positioned at the heart of the innovation landscape in Greece. We offer 750m² of Coworking space, for dedicated or open space offices to our network and partners.
We are looking for an Office Operations & Administration Specialist, a highly reliable and proactive individual who will play a pivotal role in ensuring the smooth and efficient operation of our office and supporting the success of our team. This is a critical role, ensuring the workplace optimization and well-being of our organization and our renting customers.
In this position, you will perform a wide range of tasks, manage office operations, and actively contribute to maintaining an organized, efficient, and productive workspace. The ideal candidate will have strong multitasking abilities, excellent communication skills, and a team-oriented mindset, with the capacity to prioritize, take initiative in problem-solving and decision-making.


Responsibilities
Office/ Facility Management:

• Create and maintain an efficient, organized, and functional workspace that enhances productivity and overall well-being.

• Oversee and organize daily office operations and procedures.

• Coordinate day-to-day facilities operations including preventative maintenance, repairs, security, safety, and janitorial services.

• Liaise with team members to handle requests and queries for petty cash, and maintenance issues.

• Order and manage office stationery and equipment.

• Monitor company accounts like software tools, subscriptions and domains.

• Welcome and greet visitors in a warm and professional manner and direct them appropriately.

Executive Support:

• Facilitate document management (collection, preparation, printing and scanning of documents)

• Prepare documents for signing and handle the preparation of envelopes and packages for shipment.

• Support in HR-related tasks such as onboarding/offboarding for new hires, setting up interviews and handling hiring communications

• Handle and manage filing systems and company hard copy archives

Travel and Event Planning:

• Arrange complex travel and accommodations, and prepare associated expense reports

• Plan and organize in-house or off-site activities, such as company events, meetups, and conferences.

Requirements

• Proven experience in Office Management, Administrative roles or as a Personal/Executive Assistant

• Technologically savvy and confident use of modern digital tools.

• Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook)

• Strong verbal and written communication skills in Greek and English language

• Exceptional organizational and time-management skills

• Strong problem-solving skills and the ability to adapt to changing priorities

• Strong sense of ownership for quality of work and deliverables

• Ability to handle confidential information with discretion

Benefits
A competitive compensation package including ticket restaurant card
Personal development opportunities

• ️ 25 vacation days per year

Paid sickness days
Team building activities and volunteering opportunities
Be part of an evolving, creative, human-centered environment with talented people and great culture
Work in a diverse, collaborative co-working space in the center of Athens