Pine Software Technology Ltd is a software company specializing in trading technology solutions for regulated brokers and trading firms. The company provides Software-as-a-Service (SaaS) products designed to support electronic trading, brokerage operations, risk management, and financial data analysis.
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As an Administrative assistant/Office manager, you will be responsible for providing the office with everything it needs, document management and administrative tasks, handling invoices, assisting with the planning of events and corporate gatherings, welcoming guests and other tasks.
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Responsibilities:

Office Management

• Handling all standard office-related tasks, including office operations, maintaining order, and ensuring the office is fully equipped with everything necessary.
• Managing suppliers and service providers: placing orders, tracking deliveries, coordinating repairs, and communicating with contractors.
• Taking care of day-to-day office matters and proactively suggesting changes or improvements to enhance the office environment and atmosphere.

Document Management & Administrative Tasks

• Handling documentation: signing, sending, receiving, and delivering documents to relevant parties and institutions, including government authorities and contractors.
• Visiting government institutions when required (e.g. making payments, signing paperwork).

Financial & Invoice-Related Tasks

• Handling invoices and bills, including utility payments and payments to office-related contractors; checking invoices for accuracy and maintaining proper records.
• Entering invoices into the relevant payment system (Jira Payments Approval) and forwarding them to Vendor Management.

Events & Corporate Activities

• Supporting the organization of local events and corporate activities, including preparation and coordination on-site.

Additional Responsibilities

• Providing occasional support with presentations and preparation of materials, on an ad hoc basis rather than as a regular responsibility.
• Welcoming office guests, giving office tours, and providing hospitality such as offering coffee or refreshments.
• Assisting with setting up technical equipment for meetings.

Communication

• Communicating with suppliers, contractors, and service providers, often in Greek, particularly when coordinating with local technical specialists in Cyprus.

What do you expect the new hire to accomplish in their first 90 days?

• Fully independently manage day-to-day office administration with minimal supervision;
• Ensure all recurring administrative processes and office routines run smoothly and on time;
• Maintain effective relationships with key vendors and service providers;
• Identify opportunities to improve office processes, reduce unnecessary expenses, and improve the employee experience;
• Establish reliable routines for office procurement, budget tracking, document management, and facilities maintenance.

Job requirements

• At least 1 year of experience as an Office Manager, Administrative Assistant, or in a similar office operations role;
• Ability to manage multiple tasks simultaneously and follow them through to completion;
• Structured mindset: when an issue occurs repeatedly, you create a process rather than relying on another manual solution;
• Confident user of Google Workspace, with a basic understanding of spreadsheets and data management tools (Excel/Google Sheets, formulas, tables);
• High level of self-organization, responsibility for budgets and expenses, and strong attention to detail when handling documents;
• Ukrainian - Fluent, English - Intermediate.

‍Would be a plus‍

• Greek - B2;
• Experience working in company with a dynamic, rapidly changing environment.
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Company offers‍

• Care from Day One – medical insurance immediately upon starting work, including dental care, massage and professional psychological support because your well-being matters;
• Work-Life Balance – 25 days of paid vacation + 30 days of sick leave, so you can recover without unnecessary stress;
• Investment in your energy – partial reimbursement for any sports  activities that empowers you;
• Growth – partial coverage for English or Ukrainian language courses + a fixed budget for professional development. Choose what suits you best!

• Knowledge Library – books in the office and access to the Kuka online library to learn, grow, and find inspiration;

• Island Relaxation 14 days a year – enjoy a getaway at the corporate villa in Cyprus;
• Modern Office in Larnaca – a stylish space for inspiration: open areas, cozy lounges, and functional meeting rooms – all for your comfort.

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Join the Pine Software team, where your talents and aspirations will be recognized! We offer a dynamic work environment, opportunities for professional growth, and support at every step of your career path. Start your journey to success with us—apply today and take the first step towards your bright future!

Pine Software is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences. Please note, that only shortlisted candidates will be contacted. Thank you for considering Pine as your next career move!

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