Office & Administrative Coordinator at Advocate Technologies

Athens, Attica, Greece -

Full Time

Start Date

Immediate

Expiry Date

21 Apr, 26

Salary

0.0

Posted On

21 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Organizational Skills, Communication Skills, Attention To Detail, Microsoft Office Suite, DocuSign, Asana, Problem-Solving, Team Player, Proactive, Logistics Coordination, Onboarding, Expense Tracking, Inventory Management, Event Coordination, Document Processing

Industry

Insurance

Description

About the role We are seeking an Office & Administrative Coordinator to provide comprehensive administrative and operational support to the HR Manager and the Senior Management Team (SMT). This role is essential to maintaining organizational efficiency by handling administrative workflows, coordinating logistics, and enabling leadership to focus on higher-value strategic work. The ideal candidate is fluent in English, exceptionally organized, proactive, and comfortable working flexible hours to overlap with the US Eastern Time zone. What you'll do Administrative Support Manage calendars, schedule meetings, and coordinate travel for the SMT. Support hiring administration, including interview scheduling, onboarding logistics, and document processing. Handle document execution workflows using DocuSign and internal filing systems. Coordinate company meetings, offsites, and team events, including venue, travel, and logistics. Office Support Manage office and equipment purchases, vendor coordination, and supply tracking. Support travel logistics for sales and client-facing teams, including expense tracking and reimbursements. Assist with procurement and inventory management of company equipment. Track operational expenses and maintain related documentation. HR & People Operations Support Assist the HR Manager with onboarding, offboarding, and personnel documentation. Maintain and update employee records and HR documentation. Help coordinate employee engagement initiatives and training sessions. What you need for the role Essential: 2+ years of experience in an administrative, operations, or executive support role. Fluent in English (written and spoken). Availability to work partially during US Eastern Time (EST) hours. High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). Excellent organizational and communication skills. Strong attention to detail and ability to manage multiple priorities. Preferred: Experience in a startup or high-growth company environment. Familiarity with DocuSign, Asana, or other workflow/project management tools. Experience supporting distributed or international teams. Attributes for Success Reliable, proactive, and able to anticipate team and leadership needs. Calm under pressure with strong problem-solving abilities. Highly organized and detail-oriented with a bias toward action. Team player who enjoys supporting others and creating structure. What we offer At Advocate, we believe in supporting our team with meaningful benefits that enhance work-life balance, well-being, and professional growth. As an Insurance Consultant, you will enjoy: Private health insurance, fully covered by the company A hybrid work model: 2 days in the office and 3 days working from home Extra “work from anywhere” days annually for added flexibility A home office stipend to help you set up or upgrade your remote workspace A monthly team bonding budget to foster connection and collaboration

Responsibilities

The Office & Administrative Coordinator will provide comprehensive administrative and operational support to the HR Manager and Senior Management Team. Responsibilities include managing calendars, scheduling meetings, coordinating travel, and supporting hiring administration.