Office Administrator & Operations Assistant

Office Administrator & Operations Assistant

TOPOSOPHY is one of Europe's leading agencies in placemaking and marketing. Whether we're developing a destination master plan, analysing travel trends, or delivering a placemaking workshop, we bring together all the talents of our diverse team and pride ourselves on delivering outstanding quality for our clients.

Since our founding in 2010, we've expanded our client portfolio and grown our operations across multiple countries. We're now strengthening our internal operations team — would you like to join?

We are looking for a reliable and highly organized Office Administrator & Operations Assistant to support our Athens office and daily operations. This is a practical, hands-on role working closely with the People & Operations Manager and the leadership team. The right person will help keep our office running smoothly, support people operations, and assist with key admin and finance tasks.

The ideal candidate is comfortable working in a fast-paced environment, enjoys solving problems, and knows how to keep things organised behind the scenes.

Reception & Front Desk

• Manage company correspondence, phone lines, and reception duties
• Welcome and assist visitors and partners, ensuring a professional image of the company
• Handle staff requests and direct them to the appropriate departments
• Reserve and prepare meeting rooms to ensure smooth logistics
• Coordinate business travel and accommodation for the leadership team and staff

Office & Facility Management

• Monitor daily staff attendance, remote work schedules, and leave records
• Oversee office supplies, equipment, and consumables
• Handle orders, deliveries, and vendor management related to office operations (e.g. cleaning services, technical support)
• Coordinate health and safety processes and liaise with external providers
• Support the planning and execution of internal events and team offsites

Executive & Personal Assistance

• Provide discreet administrative and personal support to the CEO and management
• Book travel and accommodation for CEO, Directors, and team
• Handle basic correspondence and meeting follow-ups
• Support in personal logistics, calendar management, and travel planning

People Operations & Internal Processes

(in support of the People & Operations Manager)

• Schedule interviews and assist in basic recruitment tasks
• Manage onboarding and offboarding procedures for employees
• Support employment contract administration and employee benefits (e.g. meal vouchers, private insurance, corporate phone plans)
• Coordinate time-off tracking, remote work, and well-being programs
• Train employees on company tools, platforms, and policies (e.g. Filing System, Password Manager)
• Maintain and update personnel records and internal databases

Accounting & Procurement Support

(in support of the Senior Accountant)

• Coordinate vendor / client onboarding and ensure data accuracy in company systems
• Process and track employee expense reports, petty cash, and corporate spending
• Monitor invoicing and payment workflows in collaboration with the accounting team
• Prepare and submit monthly finance packs to the accountant
• Ensure proper documentation and compliance with internal accounting procedures

General Administration & Documentation

• Maintain and organize company files, records, and templates
• Prepare internal reports, presentations, and project documentation
• Conduct background research and present findings as requested
• Ensure consistency and accuracy in standard company documentation and processes