Manpower Cyprus, on behalf of our valued client—one of the world’s leading pharmaceutical companies—is seeking a detail-oriented and proactive Office Administrator to join their dynamic office in Nicosia. This position supports a professional, international environment and offers the opportunity to play a key role in ensuring the smooth daily operation of the local office while assisting the External Affairs function.
Key Responsibilities
Reception & Communication
- Serve as the first point of contact by answering incoming calls and maintaining the call tracker log.
- Manage the office doorbell and welcome visitors with professionalism and courtesy.
- Check and manage the physical office post box regularly, ensuring timely correspondence handling.
Office Operations
- Oversee and order office supplies, including stationery, supermarket essentials, and other consumables.
- Coordinate courier services, including bookings, tracking, and preparing relevant vouchers.
- Organize and monitor office maintenance, cleaning, and repairs.
- Arrange taxi transfers and travel coordination for visiting colleagues from abroad.
Finance & Administration
- Create and manage purchase orders (POs) for all office operational needs.
- Handle invoice processing and goods receipt (GR) entries related to office and general expenses.
- Manage vendor creation and modification requests within the internal systems.
- Prepare and route documents for electronic signature via DocuSign ensuring accurate record-keeping.
Event & Meeting Coordination
- Liaise with external agencies (e.g., MCE) to arrange internal and external meetings, events, and logistics.
- Support all event preparation activities including room setup, materials, catering, and guest coordination.
General Office Support
- Provide comprehensive day-to-day administrative assistance to ensure efficient office operations.
- Collaborate closely with the office management team to support ad-hoc projects, reporting, and operational improvements.
External Affairs Support
- Manage internal system requests (Fuse, BeSure) on behalf of activity owners.
- Support with administrative tasks related to vendor creation, documentation, and project onboarding.
- Draft basic agreements and collect vendors’ bank details and supporting documents.
- Prepare and compile evidence for reputation assessments and compliance checks.
- Coordinate communication with procurement for vendor assessments and approvals.
- Prepare Requests for Proposals (RFPs) and manage bidding documentation for new vendor onboarding.
- Create and manage POs for External Affairs projects and finalize GRs upon completion.
- Follow up on invoice processing and vendor communication.
- Provide administrative support for social media content initiatives and local communications.
Candidate Profile
- Bachelor’s degree in Business Administration or related field preferred.
- Minimum 2–3 years of experience in office administration or administrative support roles.
- Excellent communication and organizational skills with strong attention to detail.
- Computer literate with good knowledge of Microsoft Office tools (Excel, Outlook, Word).
- Comfortable working in an international, corporate environment with multiple internal systems.
- Proactive, reliable, and able to multitask efficiently under minimal supervision.
- Fluency in English (verbal and written); Greek language will be considered an asset.
What’s Offered
- Competitive remuneration package.
- Full-time contract through Manpower Cyprus, renewable every year
- Opportunity to gain experience with a leading global pharmaceutical company.
- Supportive and professional work culture focused on collaboration and growth.