Operations & Administration Officer

Company Description

ReadLab is a research, innovation and development organisation dedicated to international cooperation and global development that aims to generate positive social and sustainable impact through innovation. Our multidisciplinary team consists of highly specialised professionals in engineering, information technology, education, and social and political sciences. We deliver high-quality research, training, educational, and IT services to local, national, European and international levels, adapting a human-centred approach and aiming at promoting sustainable development and growth.

Summary

Join our team as an Operations & Administration Officer! Contribute to the day-to-day operations of the company and create a working environment in which people thrive. Collaborate with cross-functional teams to shape high- value research, innovation and development services!

This hybrid role is based in Athens, with flexibility for remote work.

Responsibilities

• Provide administrative assistance to all Company departments, especially to Financial Department
• Performs procedures, communications and activities required for the effective and timely conclusion of documentation
• Manage filing of all documents including contracts, invoices, payment files, expense reports etc.
• Perform external administrative tasks
• Handle post/mail correspondence
• Manage the organisation of events
• Assist the new employees onboarding and coordinate equipment ordering
• Answer phone calls, schedule meetings, interviews and support visitors.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Complete operational requirements by scheduling and implementing administrative assignments and expediting work results.
• Perform recruitment activities, such as gathering applications, organize interviews etc.
• Make travel arrangements for staff such as booking flights, cars, and hotel or restaurant reservations.
• Support other functions/projects across the company as needed
• Perform duties and complete ad hoc projects as assigned by the Co-Founders and members of the management team
• Exhibit polite and professional communication via phone, e-mail, and mail.
• Support the team by performing tasks related to organisation and strong communication.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Provide information by answering questions and requests.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and other things required in the office.
• Execute procurement processes, including sourcing vendors, obtaining quotes, negotiating contracts, and processing purchase orders, while maintaining a focus on cost efficiency and quality assurance.
• Identify and implement continuous improvement of Administrative and Operational processes aimed at reducing redundancies.
• Contribute to team effort by accomplishing related results as needed.

Requirements

• A bachelor's degree preferably in Business Administration, Finance, Accounting or a similar field
• At least 2 years of relevant working experience
• Familiarity with finance regulations
• Proficiency in using computers and standard office software packages (MS Word, Excel, etc)
• Excellent command of the Greek and English language both written & spoken
• Professional behaviour
• Strong communication skills, written and oral
• Multitasking and organizational skills
• Analytical thinking and exceptional attention to detail
• Confidentiality and discretion
• Ability to set priorities and take initiative
• Strong organizational skills
• Expertise in attention to detail and proactive planning
• Flexibility