Admin & Operations Assistant
About this role
modulus SA is an innovative telecommunications company headquartered in Athens, Greece, delivering next-generation VoIP telephony services to clients across domestic and international markets since 2012. As one of Greece’s leading VoIP providers, modulus enables businesses across industries to transition to modern, cost-effective communication solution that support remote work and digital agility.
We are looking for a proactive, highly organized and detail-oriented Admin & Operations Assistant to join our team.
In this role, you will support the company’s day-to-day administrative and operational coordination, ensuring smooth office operations, accurate recordkeeping, and structured support across departments. You will act as a central point of contact for internal operational matters, assist with operational improvement initiatives, and contribute to cross-functional projects, helping an efficient, well-organized and scalable working environment.
Key responsibilities
Administrative & office operations
Coordinate calendars, meetings, travel arrangements, and scheduling across teams, ensuring effective coordination and time management.
Maintain, control, and continuously improve administrative records, databases, and filing systems to ensure accuracy and accessibility.
Serve as a central contact for day-to-day office operations, providing seamless administrative support across the organization.
Draft and format standard business correspondence and internal communications, ensuring professionalism and consistency.
Procurement, vendor & inventory management
Take ownership of office and operational procurement processes, including demand tracking, ordering, delivery follow-ups and inventory control.
Maintain strong relationships with vendors and service providers to ensure service quality and cost efficiency.
Coordinate vendor contracts, renewals, and service-level documentation in collaboration with other departments.
Employee administrative support
Maintain employee attendance and shift management systems, ensuring accuracy and timely reporting.
Serve as a first point of contact for employee administrative queries, benefits coordination, and routine HR-related support.
Document control & compliance
Maintain structured filing systems for operational, HR, and compliance-related documentation.
Support version control and document updates.
Ensure proper access management and retention of records in line with internal policies and regulatory requirements.
Facilities & workplace management
Coordinate office maintenance requests and equipment servicing.
Ensure shared spaces are well-organized, fully functional, compliant with safety standards, and welcoming to employees and visitors.
Coordinate office upgrades or changes as required.
Ticketing & operational request coordination
Administer and manage internal ticketing or request management systems for administrative, facilities, or operational support requests.
Ensure tickets are logged, prioritized, tracked and resolved within agreed timelines.
Project, event & cross-functional support
Provide structured operational support for internal projects, including planning, coordination and progress tracking.
Assist in the planning and execution of company events and internal initiatives.
Benefits:
Private health and medical insurance coverage plan for you and your family
Meal vouchers via Up go for EAT e-card
Monthly pass for free transportation via OASA
Access to an online self-improvement and mental health platform
Opportunities for career growth and training
A collaborative team environment with modern office amenities
Must have
Bachelor’s degree in Business Administration or a related field.
1-3 years of experience in an administrative, office support, or operations support role.
Solid understanding of office administration processes and day-to-day operational workflows.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent communication skills in Greek and English (written and verbal).
Proficiency in Microsoft Office Suite.
Proactive attitude and reliability.
Ability to work effectively as part of a team.
Good to have
Experience supporting procurement activities, vendor coordination, or inventory tracking.
Experience maintaining records and structured filing systems.
Exposure to ticketing or internal request management systems.
Experience in event coordination.
Familiarity with CRM platforms.