1. Administrative / Operations Assistant

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Administrative / Operations Assistant

Full Time


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location_iconAthens, Greece

when_icon 2019-12-02

salary_icon -

info iconBasic Information

Food trading company located in Athens, is looking for a highly motivated and resourceful Administrative / Operations Assistant to join its small and passionate exports team.  The candidate will have a proactive attitude to manage the office and support the shipping needs of customers, sales, and operations teams, facilitating the flow of shipments to customers in the EMEA region. The role is busy and challenging, and therefore the ability to remain organised, calm and professional is important in order to be successful.

job description iconResponsibilities

Responsibilities include:

Order management

  • Check supplier order confirmations
  • Update open orders with current or revised lead times
  • Feedback // reporting information and solutions  
  • Tracking purchase order progress
  • Manage receipt of purchase orders

Despatch and Shipping

  • Receipt Purchase Orders
  • Generate delivery notes accurately and timely for despatch.
  • Prepare packing notes for EU export orders in a timely manner
  • Send shipping notices to customers
  • Liaise with Sales Team to keep them informed of progress and timelines for project orders when appropriate
  • Maintain outbound tracking information at order level in the system


  • Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
  • Organize and schedule meetings and appointments
  • Manage relationships with clients and suppliers, service providers, ensuring that all items are invoiced and paid on time
  • Provide general support to clients and suppliers 
  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
  • Organize travel arrangements for senior managers
  • Write letters and emails on behalf of other office staff
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Reply to email, telephone or face to face enquiries
  • Develop and update administrative systems to make them more efficient
job requirements iconBasic Requirements


  • Bachelor’s Degree.
  • Excellent command of English language (oral and written) // Fluency in a second language French or German will be a plus 
  • Minimum 2-3 years of Operations/ Admin Assistant experience.
  • Knowledge of office management systems and procedures.
  • Exceptional written and verbal communication skills, comfortable speaking with clients on the phone and in-person.
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Ability to work in a fast-paced environment.
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Strong organizational and planning skills
  • Salesforce experience is a big plus! 
  • Confident self-starter who is extremely organized and likes to help others
  • Positive and professional, ready to get things done attitude.