Administrative Coordinator

We’re BrainRocket — an international software development and digital solutions company driven by 1,300 talented professionals across Cyprus, Poland and Portugal.
Here, everything moves at rocket speed: driving innovation, pioneering projects, and fast-tracking careers.
Together, we turn ideas into action—let’s get started!

BrainRocket is a dynamic software development company creating cutting-edge digital solutions for global markets. We are currently looking for an Administrative & Operations Coordinator to join our Facilities and Office Management team. This role is vital in ensuring smooth coordination between departments, efficient handling of operational workflows, and high-quality service delivery across our properties and offices.

Key Responsibilities:

Administrative Coordination

• Provide daily administrative support to Facility Management, Construction Project Management, and Office Management departments.

• Assist with internal coordination to ensure seamless communication and collaboration between teams.

• Maintain accurate and organized records of operational documents, service logs, and departmental files.

Invoice & Lease Management

• Collect, verify, and process vendor invoices, coordinating with the finance team to ensure timely payments.

• Track and maintain updated records of lease agreements for all commercial and residential properties.

• Monitor lease renewals, ensuring compliance with contract terms and local regulations.

Request Handling & Service Coordination

• Manage incoming facility and office service requests; assign tasks to relevant teams or vendors.

• Monitor request status, follow up on pending issues, and ensure timely resolution.

• Maintain a detailed log of service issues, updates, and resolutions for reporting purposes.

Stakeholder Communication

• Act as the main point of contact for landlords, contractors, tenants, employees, and relevant authorities.

• Facilitate professional, timely, and clear communication regarding services, lease agreements, compliance issues, and internal queries.

Reporting & Data Management

• Compile regular reports on service requests, departmental expenses, and key operational metrics.

• Analyze data trends to support decision-making and recommend process improvements.

Requirements:

• Proven experience in administrative coordination, office/facility operations, or related roles.

• Strong organizational and multitasking skills with attention to detail.

• Excellent written and verbal communication skills in English.

• Ability to build effective relationships with internal and external stakeholders.

• Proficiency in Microsoft Office and relevant reporting tools; experience with lease and invoice management systems is a plus.

• A proactive and collaborative mindset, with a hands-on approach to problem-solving.

What We Offer:

• Official employment under Cyprus and EU law.

• Dynamic work environment with a supportive international team.

• Office breakfasts and partially covered lunches.

• Birthday gifts and fitness facilities on-site.

• 24 working days of annual vacation.

• Language learning support and career development opportunities.

Bold moves start here. Make yours. Apply today!