Office manager

Position Summary

The Office Manager will be responsible for overseeing the day-to-day administration and operations of the company, ensuring the smooth functioning of all office activities and supporting management in the execution of development, sales, marketing, and administrative functions.

The role requires a highly organised, proactive, and detail-oriented individual capable of coordinating multiple stakeholders, managing office procedures, supporting commercial activities, and ensuring that projects progress efficiently and according to schedule.

Key Responsibilities

Office Administration & Operations

• Manage the daily operations of the office.

• Maintain office systems, records, and filing procedures.

• Coordinate correspondence, documentation, and communications.

• Organise meetings, prepare agendas, and record minutes when required.

• Manage office supplies, equipment, and service providers.

• Ensure efficient administration and workflow across all departments.

Sales & Marketing Support

• Manage and update the CRM system.

• Register and monitor incoming enquiries.

• Coordinate appointments, meetings, and property viewings.

• Assist in preparing sales reports, price lists, brochures, and presentations.

• Coordinate with marketing agencies and external suppliers.

• Support event planning, launches, and promotional activities.

Client & Stakeholder Relations

• Act as the first point of contact for clients, suppliers, consultants, and business partners.

• Ensure professional and timely communication with all stakeholders.

• Coordinate meetings and maintain communication records.

• Assist with customer service and client follow-up activities.

Financial & Administrative Support

• Assist with invoice processing and payment tracking.

• Coordinate documentation with accountants and auditors.

• Assist in budget monitoring and expense tracking.

• Support management with administrative and reporting requirements.

Human Resources & Office Coordination

• Assist with recruitment processes and onboarding of new employees.

• Maintain employee records and documentation.

• Coordinate training sessions and staff meetings.

• Support the implementation of company policies and procedures.

• Monitor office attendance and leave records.

Key Performance Indicators (KPIs)

Administration

• Timely completion of administrative tasks.

• Accuracy and organisation of company records.

• Meeting and deadline coordination effectiveness.

Sales & Marketing Support

• CRM accuracy and completeness.

• Lead response and allocation times.

• Timely preparation of sales and marketing material.

Office Operations

• Smooth day-to-day office functionality.

• Supplier and service provider management.

• Employee and stakeholder satisfaction.

Qualifications & Experience

• Degree or Diploma in Business Administration, Management, Real Estate, Marketing, or a related field.

• Minimum 3 years of experience in office management, administration, project coordination, or a similar role.

• Experience within the real estate, construction, development, or professional services sector will be considered an advantage.

• Excellent command of English and Greek, both written and spoken.

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).

• Experience with CRM systems and project management software is desirable.

• Practical experience dealing with the Cyprus Land Registry, Tax Department, local authorities, and government services.

• Understanding of property transfer procedures, title deed processes, VAT applications, and development-related documentation.

Personal Attributes

• Highly organised and detail-oriented.

• Strong communication and interpersonal skills.

• Ability to manage multiple priorities simultaneously.

• Professional appearance and conduct.

• Strong problem-solving and decision-making abilities.

• Proactive and self-motivated.

• Ability to work independently and as part of a team.

Reporting Structure

Reports To:

Managing Director

Works Closely With:

• Architects

• Engineers & Consultants

• Sales & Marketing Teams

• Accountants & Auditors

• Legal Advisors

• Contractors & Suppliers

• External Service Providers