As a Receptionist and, you will provide professional administration services to the Athens office and its visitors. You will support the facilities and administration team to ensure that the office is maintained safely, providing a pleasant working environment as well as supporting team administration requirements in an accurate and timely manner.

Key responsibilities

Front of House, Communication & Employee/Visitor Support

• Ensure the smooth running of daily office operations to support overall employee efficiency

• Act as the first point of contact for internal and external communication, including phone calls, emails, and general enquiries

• Facilitate clear and professional communication between internal teams and external stakeholders

• Provide a high standard of service to visitors and employees, responding to requests and needs promptly and professionally

• Welcome, register, and escort visitors, ensuring a professional and seamless front-of-house experience

• Manage meeting room bookings, ensuring rooms are appropriately prepared, scheduled, and turned over efficiently

• Support meetings and office events through coordination, setup, and logistical assistance

• Prepare meeting agendas and take minutes when required

• Handle sensitive and confidential information with discretion, ensuring compliance with privacy and security policies

• Adapt to changing priorities while ensuring deadlines and service standards are consistently met

Office Administration & Operational Support

• Provide comprehensive administrative support across departments, assisting with day-to-day operational requirements

• Maintain accurate and well-organised physical and digital filing systems, ensuring accessibility and data integrity

• Support efficient management of office resources, including supplies, equipment, and workspace utilisation

• Coordinate procurement of office supplies and services, ensuring timely delivery and cost efficiency

• Process invoices and payment requests in accordance with internal procedures

• Assist with budget tracking and monitoring of office-related expenditure

• Support onboarding of new employees, including workspace preparation, system access coordination, and induction support

• Assist in planning and coordinating office events, meetings, and conferences, including logistics and scheduling

Facilities, Security & Workplace Support

• Support facilities management activities, including maintenance coordination, office upkeep, and service resolution

• Liaise with cleaning and facilities teams to ensure a safe, clean, and professional working environment

• Manage access control systems, including issuing security access cards, monitoring visitor entry, and maintaining accurate logs

• Escort technicians and contractors on-site and support maintenance or repair works as required

• Proactively identify and address facilities-related issues to ensure smooth office operations

• Ensure meeting rooms, kitchens, and shared spaces are consistently maintained to a high standard

Required qualifications

• Minimum 1 year experience in Reception or Facilities department

• Previous experience in customer service and dealing with VIP/high-profile guests is essential

• Fluent in Greek and English (native or professional level in both languages)

• Proficient in Microsoft Outlook, Excel, and Word (intermediate/sufficient level)

Attributes for success

• Teamwork Skills: Team-oriented with the ability to work independently

• Effective Communication​: Strong verbal and written communication skills

• Customer Focus: Thrives in customer-facing environments and consistently delivers excellent service