Administration Officer IB

Role overview

The Admin Officer IB Delivery plays a key role in supporting the effective operation of the Property Department across all its functions. Acting as a central point of coordination, this position ensures the smooth management of organisational, logistical and operational matters, enabling directors, managers and technical teams to focus on strategic priorities, project delivery and business objectives.

Working closely with department leadership, you will support day-to-day operations, improve internal processes and help maintain a professional, responsive and collaborative working environment across the Property team.

Main responsibilities

Travel & logistics management

• Lead hotel rate negotiations and secure competitive accommodation agreements in destinations served by the Iberia department.
• Manage domestic and international travel arrangements, including flights, accommodation, transportation and other travel logistics.
• Ensure effective planning of travel schedules and support changes or special travel requirements.
• Coordinate travel requests and approval workflows through corporate systems.
• Maintain visibility of upcoming travel needs and support efficient planning across the department.

Department operations & coordination

• Coordinate and support the day-to-day operation of the Property Department.
• Support Directors and Managers in planning, scheduling and coordinating meetings, priorities and departmental activities.
• Organise internal and external meetings, workshops, presentations, leadership reviews, site visits, supplier meetings and executive visits.
• Prepare agendas, presentations, briefing materials and follow-up action trackers where required.
• Support the organisation of team events and other departmental initiatives.

Systems & process support

• Support team members in the use of corporate systems and internal workflows.
• Assist with travel requests, expense submissions and approval processes through ERP and company platforms.
• Coordinate with internal support functions to ensure timely resolution of operational, system or access-related matters.
• Maintain departmental records, templates and shared resources in line with company procedures.

Continuous improvement

• Identify opportunities to improve departmental processes, workflows and ways of working.
• Develop and maintain templates, trackers and coordination tools that improve efficiency and consistency.
• Promote best practices in organisation, communication and operational support.
• Contribute to a professional, service-oriented environment that supports the success of the wider Property Department.

Required qualifications and experience

• Bachelor’s degree in Business Administration, Management, Hospitality Management, Office Management or a related field.
• 8–10 years of experience in a senior coordination, operations support, executive support or department management role within a corporate or project-driven environment.
• Proven experience supporting senior leadership teams and managing complex departmental activities.
• Strong experience using ERP and corporate systems for travel management, expense management and workflow coordination.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, Excel, Word and Teams.
• Fluency in Spanish.
• Additional languages, particularly English and/or Portuguese, will be considered an advantage.

Desired skills and competencies

• Strong organisation, planning and multitasking skills.
• Excellent communication and interpersonal skills, with the ability to work effectively with senior management and cross-functional teams.
• High attention to detail, discretion and the ability to handle confidential information.
• Proactive, solution-oriented and service-focused mindset.
• Ability to manage multiple priorities simultaneously in a fast-paced environment.
• Experience working in an international and multicultural setting.
• Strong stakeholder management, time management and problem-solving abilities.
• Adaptability, flexibility and a commitment to continuous improvement.

Benefits and perks

• The opportunity to contribute to a leading hospitality group with a strong reputation for quality and service.
• A dynamic, international and collaborative working environment.
• Career development opportunities within a growing organisation.
• The chance to support a department that plays a key role in major projects and operational excellence.

Company culture and values

At Sani/Ikos Group, people are at the centre of our success. We are guided by Philoxenia, the Greek tradition of welcoming others with generosity and care, and we bring this spirit into every interaction.

As a leader in sustainable tourism and a proud member of the United Nations Global Compact, we are committed to responsible practices, meaningful experiences and warm, intuitive service. Our teams thrive in an environment where individuals feel valued, supported and empowered to grow.

Application process

If this role sounds like the right fit for your experience and aspirations, we would be delighted to hear from you. Please submit your application and join us in shaping the future of Sani/Ikos Group.