The Company
At Mantis Beyond Innovation, we believe that the development of the innovation ecosystem and startup entrepreneurship improves quality of life. We implement Open Innovation projects that help startups, innovative professionals, researchers, and organizations scale solutions in response to complex challenges from large private and public sector stakeholders.
As innovation enablers, we collaborate with organizations aiming to accelerate their transformation across environmental, technological, economic, and social levels. We support clients with comprehensive innovation initiatives, from the birth of an idea to implementation and scaling.
The Role
The Operations & Administrative Coordinator plays an important role in supporting the company’s daily operations and ensuring that internal processes run smoothly, efficiently and in an organized manner.
This role focuses on administrative coordination, office management, financial administration support, documentation, internal procedures, supplier coordination and general operational support. By ensuring that day-to-day business needs are properly managed, the Operations & Administrative Coordinator enables the team to focus on delivering Open Innovation projects and supporting startup ecosystems.
The ideal candidate is detail-oriented, organized, reliable and able to manage multiple administrative and operational tasks in parallel. He/She has a good overview of internal business matters and reports directly to the Chief Executive Officer (CEO).
Key Responsibilities
Administrative Coordination & Business Operations
- Coordinate day-to-day administrative tasks and support the smooth operation of the company.
- Maintain organized company records, files, internal documents and administrative systems.
- Support the preparation, collection and organization of business documents, contracts, agreements, certificates and other administrative material.
- Manage internal procedures and ensure that company documentation is accurate, updated and easily accessible.
- Support communication with external partners, suppliers, service providers, accountants, legal advisors and other collaborators.
- Assist in the preparation of internal reports, administrative summaries and operational documentation when needed.
- Ensure that confidential business documents are properly organized and safeguarded.
Office Management
- Organize office files, systems, supplies, equipment and inventory.
- Ensure that office equipment is functional and arrange repairs, replacements or purchases when necessary.
- Maintain and update office policies, procedures and internal guidelines.
- Manage office-related communication channels, including emails, phone calls, mail and general correspondence.
- Coordinate travel, accommodation and logistics arrangements for staff, visitors, partners and external collaborators.
- Organize and facilitate company meetings, internal sessions, team activities and company events.
- Support the smooth coordination of day-to-day office needs and internal requests.
Financial Administration Support
- Prepare and organize expense reports, receipts, invoices and financial documentation.
- Work closely with the accounting partner to support payment processes, invoice handling, receipt verification and financial record keeping.
- Maintain transaction records and support the monitoring of company accounts, payments and financial documentation.
- Assist in the preparation of budget reports, expense tracking files and financial summaries.
- Organize and safeguard confidential financial and business documents.
- Support the Innovation department by providing accounting documentation, financial records and administrative material when required for projects, reports or deliverables.
Supplier & Partner Coordination
- Support communication and coordination with external suppliers, vendors and service providers.
- Collect offers, invoices, receipts and supporting documents from suppliers and partners.
- Monitor pending administrative actions related to payments, purchases, agreements or external services.
- Ensure timely follow-up on operational requests involving third parties.
- Maintain structured records of supplier information, agreements and relevant documentation.
Internal Process & Documentation Support
- Maintain structured filing systems for company operations, finance, projects and internal administration.
- Support the documentation of internal procedures and operational workflows.
- Assist in improving administrative processes, templates and tracking systems.
- Support the team with practical coordination, document preparation and administrative follow-up.
- Contribute to the continuous improvement of internal organization and operational efficiency.
- Limited People Administration Support
- Support the organization and filing of employee-related documentation when required.
- Assist with basic administrative coordination related to leave requests, work-from-home requests, timesheets and internal records.
- Support onboarding logistics for new hires, such as document collection, equipment coordination and communication with external partners, where needed.
- Coordinate with the person or external partner responsible for HR matters to ensure that relevant documentation and administrative records are properly maintained.
Required Qualifications
Education & Experience
- Degree in Business Administration, Operations Management, Accounting, Finance, Public Administration, Organisational Development or a related field.
- 3+ years of experience in administration, office management, operations support, financial administration, accounting support or related fields.
- Experience in startups, consulting firms, innovation organisations, project-based environments, public sector projects or fast-paced business settings will be considered an asset.
Hard Skills
- Good understanding of business operations, administrative coordination and office management processes.
- Experience in managing expense reports, invoices, receipts, payments, budgets and financial documentation.
- Strong administrative, organisational and documentation skills.
- Ability to maintain structured filing systems, internal procedures, company records and confidential business documents.
- Ability to coordinate with external accountants, legal advisors, suppliers and service providers.
- Good knowledge of MS Office, especially Word, Excel and PowerPoint.
- Familiarity with project management, task management or collaboration tools such as ClickUp, Trello, Asana, Microsoft Teams or similar platforms.
- Excellent written and verbal communication skills in Greek and English.
- Basic understanding of HR administration or employee documentation will be considered an asset but is not a core requirement.
Soft Skills
- Strong organisational and multitasking skills.
- Attention to detail, accuracy and consistency.
- Ability to handle confidential information with professionalism and discretion.
- Strong communication and interpersonal skills.
- Problem-solving mindset and ability to respond effectively to operational needs.
- Ability to coordinate with multiple internal teams and external partners.
- Adaptability and flexibility in a fast-paced, project-based work environment.
- Proactive attitude and willingness to support different business functions when needed.
- Reliability, ownership and strong sense of responsibility.
Desirable
- Experience in financial administration, expense tracking, invoicing or budget monitoring.
- Experience in office management, internal procedures or company operations.
- Familiarity with Greek accounting, invoicing and administrative processes.
- Experience in supplier coordination, document management and business administration.
- Experience in supporting project-based teams or consulting environments.
- Familiarity with innovation programmes, startups, consulting projects or organisations working with universities, public sector bodies or corporate clients.
What Mantis Offers
- Hands-on experience in the delivery of impactful Open Innovation programs
- Exposure to startups, universities, public sector organizations, corporates, mentors, and innovation ecosystems
- Opportunity to work closely with experienced project managers and innovation professionals
- A dynamic working environment with diverse projects and stakeholders
- Competitive compensation package based on experience and qualifications
- Monthly gross salary: €1,300–2,000, depending on the candidate’s experience, skills, and the level of meeting the criteria of the position.
At Mantis Beyond Innovation, we invest in people who want to build something worth creating.
How to Get Started
Apply via our platform and upload your CV.