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Assistant to the Head of Office Administration and Facilities Management

#FL76506
Type: Full time
FINSTELLA LTD

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

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