Office Co-Ordinator - Serbia (Balkans Region)

Thank you for your interest in joining Alcazar Energy! Each role at our company offers the chance to make a tangible impact on the global shift towards sustainable energy. As you consider applying, reflect on how your unique skills, passion, and vision align with our mission to innovate and energize the world responsibly.

Office Administration & Coordination (Primary Role):

• Organize office operations and assist management in optimizing procedures across the Balkans Platform countries.
• Coordinate administrative processes across offices to ensure efficiency and consistency.
• Organize and store paperwork, documents, and computer-based information.
• Assist in drafting and maintaining standard operating procedures for administrative processes.
• Ensure alignment between different regions and standardize best practices.
• Support compliance with local regulations where necessary.
• Liaise with IT to coordinate workstation setups, including PCs, phones, and software access for employees.
• Provide office orientation for new hires, ensuring smooth onboarding.
• Ensure cost-effective procurement of office supplies and maintain vendor relationships.
• Maintain stock of office supplies by anticipating needs and ordering accordingly.
• Perform receptionist duties as required, including receiving and directing calls and inquiries.
• Assist in organizing company meetings, workshops, and team events, including logistics, catering, and venue setup.
• Ensure consistency in office management standards and best practices.

Personal Assistant Duties (Supporting Role):

• Provide high-level administrative support to the Balkans Platform Head, managing schedules, appointments, and travel arrangements.
• Organise and maintain calendars, ensuring efficient time management and prioritization of meetings.
• Prepare meeting agendas, minutes, reports, briefing papers, and presentations.
• Handle correspondence, including sorting and distributing communications (emails, telephone calls, post, etc.).
• Liaise with internal and external stakeholders on behalf of the Balkans Platform Head.
• Arrange travel and accommodation across the Balkans Platform for employees and maintain records of travel expenses.
• Conduct research and compile data as needed for decision-making processes.

Financial & Bookkeeping Support (Supporting Role):

• Assist the bookkeeper in maintaining all financial transactions.
• Process, prepare, and record invoices and vendor bills.
• Track, record, and maintain expenditure records with detailed documentation.
• Prepare and distribute weekly cash reports.
• Assist in the preparation of the Overhead Monthly Report for the bookkeeping agency.
• Execute payments as required and maintain financial database records.

Hr Admin (Supporting Role):

• Coordinate local onboarding processes for new hires in the Balkans region, ensuring timely delivery of employment documents, IT equipment, and workspaces are ready.
• Facilitate induction sessions and local orientation logistics for new staff, including office tours, introductions, and essential policy briefings.
• Act as a liaison between HR in Dubai and new hires in the Balkans, ensuring smooth communication and resolution of onboarding queries.
• Support collection and verification of required documentation (e.g., IDs, bank details, contracts) in compliance with local labor regulations.
• Maintain accurate onboarding records in coordination with the Dubai HR team and ensure proper filing in shared HR databases or systems.
• Assist in scheduling HR-related meetings, trainings, and check-ins during the first 90 days of new hires' employment.
• Monitor onboarding checklists to track completion of mandatory tasks and escalate outstanding items to the HR team when needed in HR system.
• Ensure all local recruits have completed signing of company policy documents, and maintain signed copies in personnel files.

General Administrative Duties:

• Photocopy, scan, and file documents, ensuring accurate record-keeping and data entry.
• Organize and maintain a structured filing system for administrative and financial documents.
• Assist with organizing events across the Balkans Platform and Dubai Head Office when necessary.
• Interact with directors and other senior staff as needed.
• Perform additional duties as required to support business operations.

We appreciate your time in considering a career with Alcazar Energy. By joining our team, you’re choosing to stand at the forefront of the renewable energy industry, contributing to projects that prioritize integrity, quality, and sustainability. As you share our commitment to making a difference, we look forward to potentially welcoming you aboard.