Office, HR and Operations Administrator

JOB TITLE: Office, HR & Operations AdministratorCOMPANY OVERVIEW:Greenbull is an international group of companies in France, Switzerland, and the United Arab Emirates. Through our flagship brands, Greenbull undertakes and develops its activities in several industries: Finance, Real Estate, Education, Media, E-commerce, and Hospitality.JOB OVERVIEW:We are seeking an Office, HR & Operations Administrator to manage the day-to-day running of the office, support HR administration, and handle supplier invoicing and payments. This role requires someone who works independently, with strong attention to detail — the role involves handling company funds, employee visas/insurance, and financial records where accuracy matters.RESPONSIBILITIES:HR Administration·      Managing employee visa applications, renewals, and related documentation.·      Administering employee insurance policies and renewals.Reception & Front Desk Management·      Greeting clients and external partners at reception, acting as first point of contact.·      Managing meeting room bookings and coffee/refreshments.·      Managing incoming/outgoing mail and courier services.Finance & Payments·      Liaising with the contracting team and suppliers to request invoices.·      Checking invoices for accuracy before they are processed.·      Making company payments, including direct access to and responsibility for the company bank account.·      Chasing outstanding invoices and payments.·      Maintaining and updating Excel spreadsheets to track invoices, payments, and expenses.Office Supplies & Equipment·      Ordering office supplies and equipment.·      Overseeing the printer's functionality, supplies, and maintenance.Facilities & Maintenance·      Managing air conditioning (AC) issues and maintenance.·      Monitoring office conditions and maintenance, ensuring safety and wellness.·      Supervising and scheduling cleaning staff.·      Coordinating office repairs and maintenance.Technology & IT Management·      Handling internet service and connectivity.·      Managing laptops, MacBook setups, and IT-related needs with the assistance of an external IT company.·      Managing employee mobile phones and tools.·      Understanding office equipment, software, and communication systems (phone, email, video conferencing).Events·      Managing office events and decorations for special occasions.·      Managing birthday and work anniversary gifts.Administrative Duties·      Handling paperwork and filing systems (digital and physical), ensuring data confidentiality and security.·      Organising and filing receipts.REQUIREMENTS:· Fluent in English, spoken and written.· Minimum 3 years in a similar role, ideally including invoice processing, supplier liaison, or basic bookkeeping.· Proficient in Excel, comfortable with financial accuracy and reconciliation.· Highly organised, detail-oriented, and a proactive self-starter who resolves problems without close supervision.· Trustworthy and discreet, given access to company banking and confidential HR data.· Familiar with basic IT processes (laptops, connectivity, liaising with external IT support).· Polite, well-presented, and approachable — creates a welcoming environment for clients, visitors, and employeesWhy Join Greenbull?At Greenbull, it’s more than a job; it’s a chance to grow, create, and make an impact in a fast-paced, international group where ideas thrive and projects flourish. As a Greenbullian, you’ll own your success, bring your creativity to life, and be supported every step of the way.What we offer:At Greenbull, we put people first, because when you grow, we all grow.💚 Live Well, Stay Healthy: Wellness programs, telehealth access and 39% off Privilee memberships.💰 Save Well, Plan Ahead: Tools and support to strengthen your financial well-being, today and for the future. 📚 Keep Learning: We empower you to keep growing with up to $1,500 in company products per year, to boost your personal development.🤝 Give back: Be part of something bigger, from rebuilding schools in Senegal to community projects worldwide.Come join us!