MANSYSTEMS (www.mansystems.org ), one of the leading companies as consulting Firm, operating in Cyprus and 104 countries globally, is seeking for an ADMINISTATOR – PERSONAL ASSISTANT to join our client structure (Multinational group)

OFFICE ADMINISTATOR

PERSONAL ASSISTANT

 (APA 9012819LI) – LIMASSOL

The Office Administrator / Personal Assistant is the operational backbone of our client. The role exists to keep the office running smoothly day-to-day so that agents and management can focus on clients and growth. The successful candidate will be the first point of contact for the office, the central coordinator of administrative and back-office work, and a trusted support for the wider team across reception, agent support, finance administration, and supplier coordination.

This is a hybrid back-office position suited to a detail-oriented, organised, and proactive individual who thrives in a fast-paced environment and takes pride in being the person who makes everything work.

Key Responsibilities

1. General

• Act as the first point of contact for clients, visitors, suppliers, and partners, in person and by telephone.
• Manage incoming calls, emails, and correspondence; route enquiries to the correct team member.
• Manage the office calendar, meeting room bookings, and visitor logistics.
• Maintain a presentable, professional reception area and front-of-house 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.

2. Agent Support

• Support agents with listing administration, including data entry into the CRM and listing platforms.
• Assist with preparation of listing files, presentations, and property documentation.
• Coordinate viewing schedules, key handling, and access logistics for properties.
• Help prepare client-facing materials such as property brochures, comparative market analyses, and proposal documents under agent direction.
• Maintain accuracy of CRM records, contacts, and pipeline data.

3. 3. Finance Administration

• Process incoming and outgoing invoices; ensure 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 (expense summaries, supplier spend, monthly cash flow snapshots) for the Operations Manager.
• Liaise with the external accountant on supporting documentation, VAT, and payroll inputs.
• Flag anomalies, missing receipts, or compliance gaps proactively.

4. 4. Supplier and Vendor Coordination

• Maintain the supplier database and contracts register.
• Coordinate with utility providers, cleaning services, IT support, landlord, and other vendors.
• Obtain quotes, process service requests, and ensure timely renewals.
• Track service-level performance and escalate issues to the Operations Manager.

5. 5. HR and Onboarding Support

• Support onboarding of new agents and staff: workspace setup, welcome packs, document collection.
• Maintain the staff records file in line with data protection requirements.
• Coordinate team events, internal meetings, and office social moments.
• Track leave requests, sickness, and absences in the HR log.

6. 6. Compliance and Office Standards

• Help maintain office compliance documentation (KYC files, AML checklists, listing agreements) under the direction of the Operations Manager.
• Ensure data is handled in line with our client standards and applicable Cyprus regulations.
• Uphold our client brand standard in all communications, documents, and client touchpoints.
• Manage office supplies, stationery, and pantry inventory; place orders and track consumption.
• Support the Operations Manager with calendar management, travel bookings, and meeting preparation.

Required Qualifications

-Excellent communication and organizational skills

-Ability to work in a demanding and dynamic environment

-Very good knowledge of Microsoft Office (Excel, PowerPoint, Word)

-Very good command of Greek and English (written and spoken)

-Ability to manage multiple tasks with accuracy and speed

-Analytical thinking, consistency, and strong customer service orientation

-Team spirit, responsibility, and results-oriented mindset

Required

• 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 (Word, Excel, Outlook) and comfort learning new tools (CRM, cloud storage, internal dashboards).
• Excellent organisational skills with strong attention to detail.
• Professional presentation and client-facing manner suited to a luxury real estate environment.
• Discretion in handling confidential information.
• Right to work in Cyprus.

 Benefits:

-21 days’ vacation,

-Cost of Living Allowance (COLA)

-1.550€ – 2.000€ NET salary

-13^th salaries

If you get excited with the idea of competing for success and recognition of your talent and you demonstrate the above competencies, then send your CV hr@mansystems.org

All applications will be treated as confidential.