Office Assistant

HR Innovate

About the Role

Responsibilities

• Act as the first point of contact for clients, visitors, suppliers, and partners, both in person and by telephone.
• Manage incoming calls, emails, and correspondence, routing enquiries to the appropriate team member.
• Greet and host walk-in clients in line with the company’s service standards.
• Manage the office calendar, meeting room bookings, and visitor logistics.
• Maintain a presentable and professional reception area and front-of-house environment at all times.
• Maintain the office filing system, both digital and physical, ensuring documents are organised, accessible, and secure.
• Prepare, format, and proofread documents, letters, and templates as required.
• Coordinate courier services, post, and document handling.
• Manage office supplies, stationery, and pantry inventory, including placing orders and tracking consumption.
• Support the Operations Manager with calendar management, travel bookings, and meeting preparation.
• Support the team with listing administration, including data entry into the CRM and listing platforms.
• Assist with the preparation of listing files, presentations, and property documentation.
• Coordinate viewing schedules, key handling, and property access logistics.
• Assist with preparing client-facing materials such as property brochures, comparative market analyses, and proposal documents under the direction of the team.
• Maintain accurate CRM records, contacts, and pipeline data.
• Process incoming and outgoing invoices, ensuring correct coding and timely submission to the external accountant.
• Track and reconcile office expenses, petty cash, and corporate card spending.
• Perform monthly bank reconciliations against the management ledger.
• Prepare basic management reports, including expense summaries, supplier spend, and monthly cash flow snapshots, for the Operations Manager.
• Liaise with the external accountant regarding supporting documentation, VAT, and payroll inputs.
• Proactively flag anomalies, missing receipts, or compliance gaps.
• Maintain the supplier database and contracts register.
• Coordinate with utility providers, cleaning services, IT support, the landlord, and other vendors.
• Obtain quotes, process service requests, and ensure timely renewals.
• Track service-level performance and escalate issues to the Operations Manager.
• Support the onboarding of new staff, including workspace setup, welcome packs, and document collection.
• Maintain staff records in line with data protection requirements.
• Coordinate team events, internal meetings, and office social activities.
• Track leave requests, sickness, and absences in the HR log.
• Assist with maintaining office compliance documentation, including KYC files, AML checklists, and listing agreements, under the direction of the Operations Manager.
• Ensure data is handled in line with company standards and applicable Cyprus regulations.
• Uphold the brand standard across all communications, documents, and client touchpoints.

Requirements

• 1–3 years of experience in an office assistant, administrative, or back-office role.
• Fluent in English, both written and spoken, at a level appropriate for client and HQ communication.
• Solid working knowledge of Microsoft Office, particularly Word, Excel, and Outlook, with the ability and willingness to learn new tools such as CRM systems, cloud storage, and internal dashboards.
• Excellent organisational skills with strong attention to detail.
• Professional presentation and a client-facing manner suited to a luxury real estate environment.
• Discretion and professionalism when handling confidential information.
• Working knowledge of Greek, both written and spoken.
• Familiarity with CRM systems, such as HubSpot or equivalent.
• Proactive and able to anticipate needs rather than waiting to be asked.
• Reliable and consistent in delivering on commitments, however small.
• Discreet and professional when handling sensitive information.
• Resourceful and able to solve practical problems without needing to escalate every issue.
• Collaborative and comfortable working with colleagues, management, and external partners.
• Service-oriented, with genuine pride in supporting others and creating a well-run environment.
• Right to work in Cyprus.
• Prior experience in real estate, professional services, hospitality, or luxury retail will be considered an advantage.
• Additional language skills, particularly Russian, French, or Arabic, will be considered an advantage, given the international clientele.
• Exposure to bookkeeping software or invoice management platforms will be considered an advantage.

Benefits

• ✓Full training will be provided to support you in carrying out your duties effectively.
• ✓Monday to Friday, 08:00–17:00, with a one-hour lunch break.
• ✓Flexibility in start and finish times may be available, subject to agreement with the manager.
• ✓Standard employment benefits applicable in Cyprus.