Office & People Operations Coordinator

Interweave is looking for a People & Office Operations Coordinator to provide administrative support to our staff and ensure all office daily operations run smoothly. Also, as our People & Office Operations Assistant you will coordinate office activities and operations while providing administrative support to management.

Your role will be vital for the smooth operations of our office and our people happiness within it.

Your job will include supporting regular office operations, screening phone calls and scheduling internal meetings. The tasks of the office administrator will include bookkeeping tasks, office equipment and inventory management, expenses management and office procurement activities.

You will perform various administrative tasks to support the finance and accounting department, such as filing documents, organizing financial records, and maintaining spreadsheets or databases.

You will assist with the Talent Manager with people and talent management tasks such us onboarding and off boarding processes including coordinating paperwork, setting up workstations, facilitating orientation.

To be successful in this role, you should have excellent organisation skills along with the ability to prioritise tasks and meet deadlines.

Strong candidates should also have good verbal and written communication skills, interact effectively with staff members across all departments within the organisation.

Overall, as an Office & People Operations Assistant, your role is to support the efficient functioning of the office environment while ensure a positive employee experience and promoting a productive work environment.

Mindset:

We are looking for someone who:

• Is passionate person, who loves what he/she does
• Has a positive attitude and a problem – solving outlook
• Is combination of a thinker and a doer
• Is Team-oriented, works well with others and shares his/her knowledge and expertise
• Likes to challenge him or herself in order to be better at his/her craft and thus, produce higher quality work
• Loves technology, and is keen to always be up-to-date and utilise new tools
• Is honest and fun-loving
• Shows attention to detail

About Us

We are an ideas agency. A hybrid of strategy consultants and creative makers, an award-winning integrated marketing, digital and communications agency, established in February 2013. We are based in London and Athens and work for brands and companies worldwide.

Our mission is to drive change by constantly obsessing with the world we live in and the people that are at its very center. And we do it by partnering with innovative brands and clients who truly care as we do.

We strongly believe that in our job, in our industry we can and we should always drive change with true and long lasting impact through creative innovation.

A team comprised of individuals with strong backgrounds and talents in strategic marketing, consulting and innovation, digital communications, performance marketing, digital products design and development, and content production.

We create strong brand experiences, empower brand teams take care each other and most of all have fun in the process.

We are looking for the next passionate member of our team, so we can create interesting and innovative things together.

Responsibilities

Office Management

• General office operations management & care
• Coordination and management of company contractors
• Management and routing of external communications ( phone calls, e-mails, incoming mail etc)
• Care of office opening & closing
• External chores (eg. courier service)
• Management and ordering of office supplies
• Organisation of company documents into updated filing systems
• Addressing employees’ and clients’ queries (via email, phone or in-person)
• Updating of office policies
• Coordination of office activities and operations to secure efficiency and compliance to company policies
• Tracking and management of company equipment

Talent Management

• Create and update records and databases with personnel data
• Coordination and support of talent acquisition process
• Assist colleagues whenever necessary
  

Bookkeeping

• Process and report on office expenses
• Scanning of invoices and receipts
• Τracking bank transactions and matching with invoices

Assistance to the CEO

• Travel arrangements
• Meetings scheduling
• Any further assistance to the CEO required

• Proven work experience as an Administrative Coordinator, office assistant or similar role
• Hands-on experience with MS Office Suite (particularly MS Word and MS Excel)
• Basic maths skills
• Solid time-management abilities with the ability to prioritise tasks
• Outstanding communication and interpersonal abilities
• Excellent organisational skills
• Excellent verbal and written communication skills
• Familiarity with office management procedures
• Familiarity with office equipment, like printers and fax machines
• Knowledge of basic accounting principles

Optional:

• BSc/BA in business administration or relevant field is preferred
• Experience with platforms such as teamwork, slack, google drive, workable will be considered a plus
• Candidates with credentials in business administration, human resources, or secretarial studies will hold a competitive edge
• Love for the creative industries will be considered as a plus
• Having a background in serving companies within industries like law firms, advertising agencies, software houses, media agencies, accounting firms will be viewed as an advantageous asset

• Opportunities to grow
• Competitive Salary matching your skills and experience
• Opportunities to attend conferences, as well as internal and external trainings
• Inspiring and challenging projects that help you evolve
• Outdoor activities, trips and experiences held by the company
• Access to books and resources for professional and personal development
• A great workspace in both Athens city centre filled with passionate, creative, team oriented, hard working people

If we say that “We Drive Change”, that change had to happen first within our industry, and within our team, for impactful, authentic results. Since 2013 we’ve been at the forefront of our industry’s gender revolution, having consistently harnessed the talent of our all-female leadership team since day 1, employing team members from all faiths, backgrounds, sexual orientations and ages. “Change” isn’t just a part of the work we do. Is a way of looking out the window and dream a new world, in which discrimination in the workplace is definitely – and permanently – a thing of the past. If you’re thinking of joining our team, one thing is for granted: no matter who you are or where you come from, you’re already welcome!