Περιγραφή εργασίας

Business & Executive Coordinator

 

📍 Limassol, Cyprus
🕘 Full-Time | On-site
Level: Mid-Level (3–5 years experience)

 

Role Overview

We are seeking a highly organized and proactive Business & Executive Coordinator to support senior management and ensure the smooth operation of daily business activities.

This role combines executive support, office administration, tender administration, event coordination, fleet and insurance management, and selected personal assistance responsibilities. The successful candidate will act as a central point of coordination within the business, ensuring effective communication, timely follow-ups, and efficient execution of administrative tasks.

The ideal candidate is detail-oriented, technologically confident, familiar with the construction industry, and capable of managing multiple priorities in a dynamic environment.

Key Responsibilities

Executive & Personal Support

• Manage executive calendars, appointments, and schedules.
• Organize meetings and ensure management is informed of upcoming commitments.
• Monitor executive emails and highlight urgent matters requiring attention.
• Follow up internally on emails and tasks that remain outstanding.
• Coordinate selected personal matters and administrative needs.
• Arrange business and personal travel, including flights, accommodation, and transportation.

Communication & Office Coordination

• Allocate and distribute incoming emails to the appropriate team members.
• Monitor unanswered emails and ensure appropriate follow-up.
• Answer and direct incoming calls for UNC and CY Acoustics.
• Ensure smooth communication flow across departments.
• Coordinate office services and suppliers, including IT support, cleaning services, coffee supplies, and maintenance.
• Organize office and factory purchases and coordinate deliveries.
• Maintain structured digital and physical filing systems.

Financial & Administrative Support

• Collect supplier invoices from the warehouse and relevant departments.
• Organize bills and supporting documentation.
• Coordinate office-related payments and prepare documentation for CFO review.
• Assist in preparing reports and administrative summaries when required.

Tender & Construction Administration

• Assist in preparing and organizing documentation required for National Tenders.
• Organize construction-related reports and project documentation.
• Ensure project records and supporting documents remain complete and accessible.
• Liaise with internal teams to gather required information and documentation.

Fleet & Insurance Coordination

• Monitor company fleet records and maintenance schedules.
• Maintain vehicle service histories and documentation.
• Coordinate vehicle registrations, insurance renewals, and maintenance requirements.
• Monitor petrol usage and maintain fleet-related records.
• Coordinate company insurance renewals and maintain relevant documentation.

HR Administration Support

• Track employee working hours and overtime.
• Prepare payroll information summaries for CFO review.
• Maintain employee documentation and records.
• Coordinate visa applications, permits, and documentation for third-country employees.
• Support employee administrative needs when required.

Events & Travel Management

• Organize company exhibitions, trade fairs, and corporate events.
• Coordinate stand requirements and communicate with suppliers and event organizers.
• Arrange travel and accommodation for management and staff.

Funding Monitoring

• Monitor EU funding opportunities and communicate relevant updates to management.

Requirements

• 3–5 years of experience in executive support, business administration, office coordination, or a similar role.
• Excellent organizational and multitasking abilities.
• Strong communication skills in Greek and English (written and spoken).
• Exceptional follow-up discipline and attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Comfortable working within the Apple ecosystem (macOS, Apple Mail, Calendar, Contacts, iCloud, etc.).
• Comfortable using AI productivity tools, such as ChatGPT, Claude, or similar platforms, to improve efficiency and support administrative tasks.
• Ability to prioritize effectively and work independently in a fast-paced environment.
• Familiarity with the construction industry and construction-related documentation will be considered an advantage.

What We Offer

• A key role within a growing and dynamic company.
• Exposure to local and international projects and events.
• A supportive and professional working environment.
• Opportunities for long-term growth and development.
• Competitive salary based on experience and qualifications.

Πώς να υποβάλετε αίτηση

📩 Apply by sending your CV to:
design@urbannoisecontrol.com

📌 Subject: Business & Executive Coordinator Application

Τεχνικές δεξιότητες

Κατηγορίες εργασίας

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UNC Urban Noise Control

UNC is a skilled company that designs, manufactures, and installs acoustic-oriented products and systems. UNC possesses the experience of pre-testing a product with modern technology and scientific tests, using our specialised acoustic instruments. The company deals with noise and vibration causes and provides solutions in a professional manner with high quality. Urban Noise Control is passionate about acoustical science and is specialises to resolve noise and vibration issues.