Senior Office Manager & Compliance Coordinator position at Omilia.| Greece

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Omilia Senior Office Manager & Compliance Coordinator

Experience: 5-years

Pattern: Full-time

Country:

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Athens....Greece

The Senior Office Manager & Compliance Coordinator exists to ensure the seamless operational integrity and regulatory alignment of the Athens office, acting as the primary owner of the physical work environment. By leveraging AI-powered tools and modern facility management practices, this role transforms office operations into a strategic asset that enhances employee productivity, ensures organizational safety, and upholds Omilia’s standards of excellence. Accountabilities Ensure the smooth, safe, and efficient operation of all office facilities and building infrastructure. Maintain compliance with all Health & Safety (H&S), Fire Safety, and regulatory requirements, including documentation and training. Deliver high-quality hospitality and event experiences for employees, executives, and visitors. Safeguard the security and access integrity of the premises, including vendor and visitor management. Optimize procurement, vendor relationships, and operational costs while maintaining service quality. Leverage technology and operational software to drive efficiency and continuous improvement in office management processes. Provide strategic and operational support to the General Manager and coordinate with external stakeholders as required Key Responsibilities 1. Office Management & Facilities Act as the Single Point of Contact (SPOC) for building management and coordination with service providers. Oversee daily maintenance, repairs, and facility inspections across all floors. Manage relationships with external vendors for cleaning, gardening, elevator maintenance, HVAC, plumbing, and general repairs. Track and manage insurance renewals. Coordinate office setup for new employees and visiting executives. Monitor and implement smart systems for occupancy tracking and parking management. Manage supplies inventory (stationery, coffee, consumables, cleaning supplies, water). Supervise reception duties and ensure quality service. Oversee courier management and building support tasks. Ensure all floors are maintained to the highest standards. Handle staff requests for repairs, equipment, and facility needs. Maintain general office aesthetics and presentation. 2. Act as the Single Point of Contact (SPOC) for building management and coordination with service providers. Oversee daily maintenance, repairs, and facility inspections across all floors. Manage relationships with external vendors for cleaning, gardening, elevator maintenance, HVAC, plumbing, and general repairs. Track and manage insurance renewals. Coordinate office setup for new employees and visiting executives. Monitor and implement smart systems for occupancy tracking and parking management. Manage supplies inventory (stationery, coffee, consumables, cleaning supplies, water). Supervise reception duties and ensure quality service. Oversee courier management and building support tasks. Ensure all floors are maintained to the highest standards. Handle staff requests for repairs, equipment, and facility needs. Maintain general office aesthetics and presentation. 3. . Security & Access Management Serve as the primary liaison with the Security company; manage service levels and performance. Maintain the key register and secure key cabinet; conduct regular audits. Enforce badge/access policies for all employees; issue temporary passes as needed. Implement and manage visitor management systems. Support IT with access control for critical areas (coordination only). 4. Procurement & Vendor Management Procure small services and manage agreements for office operations. Negotiate and manage contracts with service providers. Ensure cost-effectiveness and quality in all procurement activities. Maintain procurement records and vendor performance documentation. 5. Operational Software & Technology Monitor and manage operational software platforms used for office management. Identify opportunities to leverage AI and automation tools for efficiency gains. Stay current with emerging technologies and recommend implementations. Coordinate with IT on software integrations affecting office operations. 6. Strategic Support Support the General Manager in communications with the Building Owner. Coordinate with neighboring businesses on shared building matters. Handle ad-hoc technical decisions and escalate critical issues appropriately. Experience Minimum 5 years of experience in office management, facilities management, or operations coordination. Proven experience managing compliance requirements, including Health & Safety (H&S), Fire Safety, or similar regulatory frameworks. Demonstrated experience managing vendors and service contracts, including negotiation and performance monitoring. Track record of managing budgets, procurement processes, and cost optimization. Experience coordinating and executing in-office meetings, corporate events, and hospitality services. Skills Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines. Excellent written and verbal communication skills in both English and Greek. Proficiency in Microsoft Office Suite and collaboration tools. Strong interpersonal skills and professional demeanor, with the ability to build relationships and trust with staff, vendors, and VIP visitors. Ability to supervise and coordinate daily office operations, including reception, facilities, and event logistics. Attributes Tech-driven mindset with enthusiasm for AI and automation; proactive in identifying and implementing technology-driven improvements. Early adopter of new technologies and tools, with a continuous improvement orientation. Proactive problem-solver who anticipates issues before they arise and implements effective solutions. Self-motivated, able to work independently with minimal supervision, and demonstrates initiative in all aspects of office management. Attention to detail and commitment to excellence in office presentation, compliance, and service delivery. Professional appearance and manner suitable for high-level interactions and VIP hospitality. Nice to Have Experience with operational software platforms, smart building systems, and automation tools for office management. Prior experience in a multinational, technology-driven, or high-compliance environment. Demonstrated ability to lead or participate in emergency response teams and manage building evacuation protocols. Familiarity with procurement record-keeping, vendor performance documentation, and cost-effectiveness analysis. Experience supporting senior management or acting as a liaison with building owners and external stakeholders.