We’re growing and need an organized do-it-all who keeps our platform, processes, and people running smoothly. IMEQ Center provides psychometric assessments and mental-health services to the maritime sector (commercial shipping and cruise). We run a proprietary digital platform and operate under a certified Quality Management System.
Key Responsibilities:
Office & Executive Support:
- Manage calendars, inboxes, meeting logistics, travel, and minutes for leadership.
- Handle incoming calls, correspondence, and vendor coordination.
Platform Operations:
- Be the primary admin for our proprietary platform: create/manage client accounts, roles, permissions, templates, and data hygiene.
- Triage support tickets, coordinate resolutions with the tech team, and maintain SLAs.
- Run UAT/feature checks, document release notes, and create quick user guides.
- Prepare weekly operational and client usage reports (Excel/Google Sheets/BI).
- Platform Testing weekly.
Client & Project Administration:
- Platform Onboard new shipping/cruise clients
- Coordinate with sales on proposals, NDAs, MSAs, and keep CRM records tidy.
- Track deliverables, follow-ups, and renewals; keep stakeholders aligned.
ISO 9001 Quality & Compliance experience (Required):
- Maintain the QMS: SOPs, forms, logs, controlled documents, versioning.
- Plan/execute internal audits; manage non-conformities, CAPA, risk register.
- Prepare for external audits; oversee training records and competence matrices.
- Support GDPR readiness: records of processing, DPA filing, access controls (with our DPO/consultant).
Finance & Accounting Administration:
- Ιssue invoices, track payments, and follow up on collections.
- Maintain accurate client and vendor records for accounting purposes.
- Collect, organize, and prepare accounting data for the external accountant.
- Issue POs, collect vendor quotes, and reconcile with timesheets/reports.
- Maintain supplier evaluations and contract archives.
Qualifications:
- Bachelor’s degree in Business Administration, Management, Finance, or a related field
- Proven ISO 9001 experience in a services/tech or clinical setting (internal auditor certificate is a plus).
- 3–5+ years in administrative/operations/office manager roles; juggling many streams at once is your normal.
- Experience in invoicing and handling accounting data.
- Excellent English & Greek written and spoken; crisp business writing.
- Super user of MS 365/Google Workspace, strong Excel skills (lookups, pivots), and familiarity with CRM/helpdesk tools.
- Process thinker with exceptional attention to detail, documentation discipline, and follow-through.
- Discretion with sensitive data (health, HR, client, and financial).
- Nice to have: maritime industry exposure, ISO 27001 basics, Jira/Notion/HubSpot, basic bookkeeping knowledge.