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 (https://icmarkets.bamboohr.com/careers/207?source=aWQ9OA%3D%3D) 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.