Assistant to the Head of Office Administration and Facilities Management
Category:Business Administration jobs, Academic Research jobs
City:Limassol
FINSTELLA LTD
Financial Services
Position Overview
We are seeking a highly organized and proactive Assistant to support the Head of Office Administration and Facilities Management. The ideal candidate will play a vital role in ensuring the smooth operation of facilities, administrative functions, and support services while maintaining compliance with organizational policies and regulatory standards.
Key Responsibilities
Facilities and Premises Management
- Assist in managing and maintaining organizational premises, buildings, and grounds to ensure operational efficiency and compliance.
- Support planning and implementation of office space arrangements, renovations, and maintenance projects.
- Coordinate the evaluation, procurement, and stock management of office furniture, equipment, and consumables.
- Liaise with and oversee the performance of outsourced service providers, including cleaning, security, maintenance, and transportation.
Budget and Cost Control
- Aid in the preparation and monitoring of the annual budget for facilities and administrative expenses.
- Assist in analyzing costs to identify the most cost-effective and high-quality solutions for service contracts and equipment procurement.
Health, Safety, and Compliance
- Help monitor adherence to health and safety standards in line with Cypriot and EU regulations.
- Ensure first-aid provisions and other statutory compliance measures are met.
- Support the periodic review and updating of departmental procedures to ensure they align with regulations and organizational policies.
Insurance and Legal Support
- Assist in managing the organization’s insurance portfolio, including property, liability, vehicle, and employer’s liability coverage.
- Help administer rental agreements, ensuring cost-effectiveness and compliance with terms.
Staff and Outsourced Services Coordination
- Assist in the selection, training, and supervision of administrative, cleaning, maintenance, drivers and support staff.
- Assist to oversee daily operations of couriers, cleaning, maintenance, drivers and support staff.
- Monitor the performance of outsourced services, maintaining high standards of delivery.
Transportation and Fleet Management
- Aid in managing the organization’s fleet of vehicles and ensuring their proper maintenance and use.
Qualifications and Skills
- Strong organizational and multitasking abilities with excellent attention to detail.
- Prior experience in facilities or administrative management is an advantage.
- Knowledge of health and safety standards and compliance requirements.
- Proficiency in managing budgets, cost analysis, and procurement processes.
- Excellent communication and interpersonal skills for liaising with teams and service providers.
- Proactive problem-solving skills and the ability to work effectively under minimal supervision.
PLease email your CV to: kyriakou@finstella.com