Who we are

We are a group of companies with operations in Cyprus and overseas and we are active across the education, media, and technology fields.

We are currently seeking a full time Document and Records Management Administrator to be based in our offices in Nicosia.

Role Summary

We are hiring a highly organised person to take ownership of our document and records system across multiple entities and properties. The work is mainly focused on invoices, utilities, and payment records, plus related administrative documents.

This role is hands-on and detail-heavy: scanning, uploading, filing, logging invoices, downloading statements, and keeping records complete and searchable. The goal is to bring order to a mixed backlog and then keep everything current going forward.

Initial priority is a structured cleanup/digitisation phase, followed by ongoing monthly operations.

Key Responsibilities

Document scanning, filing, and indexing

●      Scan and digitise paper documents and organise them into a clean, searchable structure

●      Upload files to our document management system and ensure consistent naming, dates, and categorisation

●      Create and maintain a reliable archive of historical and current records

Invoice and payment records

●      Collect invoices and statements from email, portals, and paper mail

●      Log invoices and payments consistently (utilities, maintenance, vendors, subscriptions)

●      Match invoices to proof of payment (bank transfer, card payment, receipts)

●      Track missing items and follow a clear checklist until each month is complete

Utilities and property-related records

●      Handle recurring bills for multiple properties (water, electricity, telecoms and other services)

●      Download monthly bills/receipts from provider portals and file them correctly

●      Keep a simple register by property and service

Portals and systems

●      Log in to provider portals and download invoices/statements

●      Maintain an organised record of access details using an approved password manager/process

●      Coordinate with internal staff when access or documents are missing

What Success Looks Like

●      All incoming invoices and bills are captured, filed, and logged weekly

●      A working digital archive is built with consistent naming and structure

●      Backlog is reduced steadily with clear progress tracking

●      Anyone can find any invoice/payment record in under one minute

Requirements

Administrative Skills

●      Strong administrative skills and extreme attention to detail

●      Comfortable with repetitive, process-based work and checklists

●      Confident using computers: PDFs, scanning, folders/Drive/SharePoint-type systems, online portals, Word, Excel

●      Experience in office administration, document control, accounts administration, or property administration

●      Familiarity with invoices, utilities, and basic payment workflows

●      Experience with any bookkeeping or expense tools

●      Fluency in English and Greek (written and oral)

●      Excellent communication skills (written and oral)

Interpersonal skills

●      Discretion with confidential documents

●       Excellent interpersonal skills

●       Ability to work effectively with multi-cultural, multi-destination co-workers

●       Demonstrated maturity, with ability to independently follow work-plans and meet objectives

●       Ability to meet specific task completion targets on a daily basis in a timely and efficient manner on tight deadlines

Please send a resume and cover letter that outlines your qualifications for this position to: HR@globalsemesters.com.  All submissions will not receive a response. Potential candidates will only be contacted in the case that an interview is to be scheduled. Please, no telephone inquiries.