Receptionist/Personal Assistant

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Summary position objective:

·       Assist in day-to-day operation and organisation of the office;

·       Provide administrative support to the Nicosia office team.

Duties and responsibilities:

Responsible for the daily administration of the office as follows:

·       Arranges for the adequacy at all times, of office supplies such as ink for the printers, stationery, groceries, cleaning agents etc;

·       Overlooks the Cleaning Lady’s duties including checking her time schedule, communicating to her specific responsibilities and supervises the quality of the work performed;

·       Opens and closes the office and overlooks the daily cleanliness and neatness of the office space;

·       Supervises, safeguards and arranges for the adequacy of the Company’s petty cash;

·       Answers, returns and transfers telephone calls and informs members of the staff when a message was left for them;

·       Supervises incoming/ outgoing couriers (including package preparation and cover letter);

·       Ascertains that mail is collected daily from the office building entrance and the P.O.Box and that it is forwarded to the appropriate persons;

·       Issues invoices / receipts upon instructions;

·       Performs basic bookkeeping tasks such as entering suppliers’ invoices and receipts and own company’s invoices and receipts for the three companies;

·       Upload to the website all pictures and information related to the Real Estate business;

·       Organising travel arrangements for the Directors including liaising with airlines, hotels, drivers etc;

·       Welcomes visitors to the office and offers drinks;

·       Provides administrative support to other members of staff;

·       Performs any other related duties that may be assigned from time to time.

Performance standards:

The quality standards required for success are as follows:

·       Phone calls are answered after the third ring maximum;

·       Mail is delivered within two hours of arrival to the office;

·       Mail is dispatched within two hours of reception from colleagues;

·       Common areas and desks are cleaned every morning;

·       Milk, coffee, water and juices are available every day;

·       Visitors to the office are offered at least a glass of water within five minutes of arrival.

Reporting methods:

·       Verbally or in writing to the Directors;

·       Frequency: daily reporting on tasks and responsibilities or upon request.

Areas of responsibility:

·       Safety of the workplace (cleaning chemicals, slippery floor);

·       Manages a budget for the petty cash.

Liaison:

·       Provides support to the team in Limassol;

·       Liaises with clients, associates, governmental authorities and banks.

Working hours:

·       Monday to Friday as follows: 08:00 – 13:00 and 14:00 – 17:30.

Overtime / weekend work prospect:

·       Overtime is expected in few instances and as per requirement;

·       Weekend work prospect: N/A

Background and education:

·       A holder of any University degree (especially in secretarial studies) is considered as an advantage;

·       Advanced knowledge of Microsoft Office, Excel, Power Point;

·       Advanced Greek and English language skills are required;

·       Russian language knowledge is considered as an advantage.

Work experience:

·       Minimum experience: never worked;

·       Maximum experience: 5 years in a similar position.

Attitude and behaviour on the job:

·       Compassionate, trustworthy and reliable;

·       Meticulous, organized and committed;

·       Team player, proactive and problem solver;

·       Excellent communication skills;

·       Seeks advice and support from colleagues;

·       Provides advice and support to colleagues;

·       Sociable and accessible, both to colleagues and clients;

·       Taking responsibility for own actions.

Position requirements:

• Smiling and welcoming approach to clients and colleagues over the phone and face-to-face.

Initiative levels:

·       Works independently once ready after the on boarding program;

·       Shows initiative in taking own decisions for acquired tasks.

Authority:

·       Supervises the Office Cleaning Lady;

Areas of growth:

·       Job holder’s development through training;

·       Job holder could take on another position within the Company based on successful performance and a vacant position within the Company;

·       Position role could develop as a Corporate Administrator or an Office Manager.