Admin & Operations Assistant

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.