To run the firm's front office and provide day-to-day administrative support to the company formation and immigration services team, ensuring that client matters are properly documented, accurately prepared, and followed through to completion.
The role exists to release fee-earning staff from routine administration and to give clients a single reliable point of contact for the progress of their applications.
2. Position in the organisation
The postholder reports to the Corporate & Social Insurance Manager, who is responsible for allocating work, supervising output and reviewing all documents before submission.
The postholder works alongside the accounting, VAT and audit teams and provides general administrative support to the Directors as required.
The postholder has no direct reports.
3. Key responsibilities
3.1 Reception and office administration (approx. 40%)
Answer, screen and direct incoming telephone calls; take and pass on accurate messages
Receive and look after clients and visitors attending the office
Monitor the firm's general email inbox and distribute correspondence to the relevant team member
Schedule and coordinate client meetings and appointments; maintain the office diary
Process incoming and outgoing post and courier deliveries
Order and maintain office supplies and stationery
Maintain the tidiness and general readiness of reception and meeting rooms
3.2 Client files and documentation (approx. 20%)
Open new client files and maintain existing files in both physical and electronic form
Request, collect and chase client identification and supporting documentation
Scan, name, file and archive documents in accordance with firm procedures
Prepare engagement letters, standard client letters and routine correspondence from firm templates
Maintain accurate and current client contact records
Ensure client files are complete and in order at all times
3.3 Company formation support (approx. 20%)
Assemble company formation document packs in accordance with firm checklists
Complete standard Registrar of Companies forms for review by the supervising manager
Arrange client signatures, certified copies and apostilles where required
Track submitted applications and follow up on progress with the Registrar
Maintain the annual return and annual levy reminder schedule
Update clients on the status of their formation matters
3.4 Immigration and residency support (approx. 20%)
Assemble supporting document packs for yellow slip (MEU1) applications
Assist with MEU2 and MEU3 applications for family members
Complete application forms from information supplied by clients
Book appointments with the Civil Registry and Migration Department
Accompany clients to appointments where required
Monitor application progress and keep clients informed at each stage
3.5 General
Maintain the corporate and immigration deadline register
Chase clients for outstanding documents, information and signatures
Provide administrative support to the Directors as reasonably required
Observe the firm's confidentiality, data protection and anti-money-laundering procedures at all times
Το Υφυπουργείο Ναυτιλίας ανακοινώνει ότι, σύμφωνα με τις πρόνοιες του περί της Ρύθμισης της Απασχόλησης Εργοδοτουμένων Αορίστου και Εργοδοτουμένων Ορισμένου Χρόνου στη Δημόσια Υπηρεσία Νόμου του 2016 (Ν. 70(Ι)/2016), γίνονται δεκτές αιτήσεις για απασχόληση μέχρι πέντε (5) εργοδοτουμένων ορισμένου χρόνου για την εκτέλεση γραφειακών καθηκόντων, Κλ. Α2, Α5 και Α7(ii), για χρονική περίοδο μέχρι 24 μήνες.
