# Analyst, Global Administration

**Company:** [Union Maritime](http://jobs.workable.com/companies/hjEqXpjJCEfdfgkuiWV98F.md)
**Location:** Athens, Greece
**Workplace:** on site
**Employment type:** Full-time
**Department:** Global Admin

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## Description

UML is a global leader in managing a fleet of modern tankers, we are proud to own and charter over 70 vessels, with one of the youngest and cleanest fleets on the water. With offices spanning 3 continents, we are the ideal tonnage provider for our customers with unparalleled reach. Our tankers transport crude oil, chemicals, and oil products, as well as clean petroleum products, in major commercial areas worldwide.

**Union Maritime Services – Athens, Greece** is seeking to hire a highly organized and detail-oriented Athens Office Administrator/IT Assistant to join our team, reporting to the Athens Office Manager with a dotted line into the Head of IT. This role requires someone who is experienced and capable working within a slick, highly commercial and fast-paced environment, where there are multiple demands on time. Individual must be confident and capable of multi-tasking and prioritising. The individual will have direct exposure to the MD of the company and will support the day-to-day Office Administration and basic IT functions (detailed below) within tight time parameters where timely administration of facilities matters and all documents is critical. The individual needs to be confident at following up with team members including senior management. Individual must be able to ‘keep-up’: manage and influence others; use WhatsApp, emails and corporate communications to get things done.

## Requirements

Office Administrator/IT tasks (including but not limited to):

·                Support the Office Manager as a point of contact for all visitors to UML, meeting and greeting all visitors to the office in a professional manner, providing refreshments if requested

·                Answering all switchboard calls promptly and directing calls as appropriate

·                Collection and distribution of post

·                Keep meeting rooms and office area tidy at all times

·                Maintain and be responsible for the meeting rooms/calendars

·                Pro-active maintenance of the office and office equipment, ensuring that the highest professional standards are maintained at all times

·                Ensuring sufficient stationery and general office supplies are always fully stocked

·                Organising same day, overnight and international couriers

·                Dealing with any Admin/IT related invoices  

·                Providing administrative support where required and requested

·                Raising any unauthorized absences with HR

·                Support the organising of events when required

·                Performing ad hoc tasks to support the wider office

·                Processing invoices for payment

·                Supporting the office Manager to arrange all aspect of travel for UML employees (flights, hotels, transport & visas)

·                Holiday/Absence cover for the Office Manager and support the Executive Assistant when required

·                Ensuring admin onboarding tasks are completed for new joiners including desk allocation

·                Supporting IT in setting up / replacement of new hardware in the office including mobiles, laptops, desktops, printer, screens, docking stations and peripherals

·                Supporting IT in communication for any local issues (power outage, internet failure, etc.)

·                Support the review and update policies & procedures and ensure they're adhered to

Skills Required

·                           Excellent organisational and time-management skills

·                           Knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and other commonly used office packages including SharePoint

·                           Calendar management

·                           Travel Booking using preferred external supplier

·                           High standards of housekeeping to ensure office facilities are kept tidy and professional and facilities staff (external contractors) are Administrator appropriately to maintain standards

·                           Strong basic IT awareness and typing skills

·                           The ability to prioritise tasks and work under pressure

·                           Good teamworking skills

·                           The ability to manage your workload

·                           Excellent interpersonal, oral and written communication skills

·                           Attention to detail

·                           Flexibility and adaptability to changing workloads

·                           A problem-solving approach to work

·                           Experience working in a similar role required

·                           Candidate must have grit and resilience and must be able to work in a demanding environment in the office 5 days a week.