Office Administrator – Temp Cover

Who We Are

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Albourne is a global financial services company. Our objective is to advise our clients to be the best investors they can be. The company's main areas of focus are fund research, portfolio and risk advice, FinTech and implementation. The Nicosia office opened in 1998, we currently have over 320 dynamic employees and are looking to have more to join our teams across various functions.

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Role in Brief

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The Office Administrator plays a crucial role in ensuring the smooth operation of the office by managing administrative functions, maintaining office efficiency, and supporting internal teams. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The Office Manager will also act as the Alternate Health & Safety Officer, supporting the implementation and maintenance of our health and safety practices.

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Insights to the Role

Office Operations & Facilities Management

• Oversee reception, ensuring professional telephone and mail communication both internally and externally.
• Manage office supplies, scheduling, and administrative activities to maintain an organized and efficient workspace.
• Oversee the maintenance of office equipment (e.g., copier, shredder) and coordinate with vendors for repairs and servicing.
• Managing access to the office, including visitors, suppliers, and contractors via office log-book.
• Develop, implement, and enforce office policies and procedures.
• Liaise with janitorial services and other external vendors for office-related needs.
• Assist with office layout planning, office moves, and IT infrastructure coordination.
• Negotiate and manage office-related purchases (supplies, furniture, equipment) while ensuring cost efficiency.
• Support day-to-day administrative tasks, including scanning, copying, and collection of mail etc
• Collaborate with HR and IT to ensure smooth employee experiences in the workplace.
• Contribute to employee engagement initiatives, wellness efforts, and team-building events.
• Support onboarding and offboarding from a facilities and equipment perspective.

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Event & Travel Coordination

• Organize catering, refreshments, and snacks for internal meetings and events.
• Coordinate company functions (office lunches, birthdays, holiday parties).
• Contribute to employee engagement initiatives, wellness efforts, and team-building events.
• Act as the liaison between the company and the travel agency, managing business travel arrangements.
• Assist with offsite event preparations when needed.

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Financial & Invoice Management

• Manage the office budget and coordinate invoice processing with the Finance team.
• Scan invoices and mail correspondence, forwarding them to the Finance Department.

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Office Access & Compliance

• Oversee visitor, supplier, and contractor access through the office logbook.
• Handle ad hoc office administration tasks assigned by the Head of Region.

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Health & Safety (Alternate Officer)

• Act as Alternate Health & Safety Officer, supporting the appointed H&S Officer in maintaining compliance with workplace health and safety regulations.
• Assist in conducting regular health and safety checks and risk assessments.
• Support in maintaining incident logs, first aid supplies, and emergency protocols.
• Participate in H&S training and ensure the office remains compliant with applicable laws and internal policies.

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Who You Are

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• Operational Excellence
• Bachelor's Degree preferred, or equivalent combination of education, training, and experience
• Excellent written and oral communication skills in both English and Greek.
• Eligible to work in Cyprus

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Technical & Organizational Skills

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Proactive, detail-oriented, and self-motivated with a problem-solving mindset.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Abide by the HR Group policies and procedures as well as the Albourne Group's policies and procedures including but not limited to compliance and database filings.
• Sign and comply with terms of Albourne Compliance Manuals and Group Policies including but not limited to compliance reporting; database filing; Information, Communications & Cyber Security Policy; Expense & Travel Policy, etc.
• Attendance at company offsite event as requested
• Compliance with the Compliance Manual and other Albourne Policies and procedures

Communication & Interpersonal Skills

• Clear and professional written and verbal communication.
• Ability to build rapport with internal stakeholders and external vendors.
• Discretion, diplomacy, and tact in handling sensitive matters.

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Health & Safety Awareness

• Willingness to undertake relevant training to act as an effective alternate officer.

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Initiative & Accountability

• Self-starter with a proactive approach to anticipating needs.
• Strong sense of responsibility, ownership, and follow-through

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What We Offer

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• Support for professional qualifications (such as CFA and CAIA)
• Career growth and tools for ongoing learning and development
• Medical insurance for you and your dependents
• Provident fund
• Yearly bonus dependent upon performance and company growth
• Opportunity for international travel (i.e., short periods of secondment to other Albourne offices)
• 5 additional service recognition holidays in surplus to standard annual leave
• Albourne Training Days (minimum of 40 hours per year
• Free office parking

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What You'll Enjoy

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• A supportive, diverse, and multi-cultural work environment.
• The freedom to work independently, solve problems, and creatively complete tasks within deadlines.
• Opportunities for career progression, both horizontally and vertically, once you've mastered your current role.
• An open-plan office with kitchen facilities and a communal entertainment area.
• Fun social activities to foster team bonding.
• Charity Day—an annual opportunity to work on a cause you're passionate about.
• Company-wide support for fitness, mental health, and wellness, with sessions available for employees to engage in these activities.

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Albourne embraces diversity and equal opportunity for all its employees.

We are committed to building teams that represent a variety of cultural backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Successful candidates would be required to comply with the terms of Albourne's compliance manuals and procedures.

We thank all applicants for their interest,

however only those candidates selected for interviews will be contacted.

Please click the following link to view Albourne Partners (Cyprus) Ltd.'s Employee Privacy Notice