DUTIES & RESPONSIBILITIES

Immigration administration

• Prepare, submit and follow up on applications, renewals and other required immigration documentation, in coordination with authorized external advisers (Company’s Immigration Agents).
• Liaise with the relevant authorities, embassies, recruitment agencies and service providers to coordinate appointments, submissions and outstanding requirements.
• Maintain an accurate register of passports, visas, residence and work permits, application status and expiry dates; initiate renewals in good time and escalate delays or risks promptly.
• Collect and check required documents, and arrange relevant medical appointments and insurance documentation.
• Check and record right-to-work documentation before employment starts and throughout employment, escalating any missing, expired or unclear authorisation to the HR Manager.
• Keep associates informed of application progress and required actions, and maintain secure, complete immigration files and records of approved fees and expenses.

Staff accommodation

• Coordinate room allocations, arrivals, departures and transfers in line with approved accommodation policies, availability and eligibility criteria, applying consistent and fair treatment.
• Maintain up-to-date occupancy records, room inventories, key records and signed accommodation acknowledgements.
• Arrange check-in and check-out inspections and conduct periodic accommodation inspections with the relevant teams, respecting associates’ privacy.
• Coordinate with Maintenance, Housekeeping, Security, landlords and service providers on repairs, cleanliness, safety and readiness of accommodation.
• Explain accommodation rules and reporting channels, respond to residents’ concerns and promptly escalate welfare issues, serious complaints or breaches of policy.
• Prepare occupancy and accommodation cost information, check relevant invoices and communicate approved accommodation changes to Payroll.

Onboarding and Associate support

• Assist with pre-arrival communication, joining directions, travel arrangements and airport transfers.
• Ensure accommodation and essential arrival arrangements are ready and assist new associates with settling in.
• Support onboarding documentation, employee file creation, HR system updates and induction scheduling with the HR team and department managers.
• Assist associates with administrative arrangements such as bank account opening, relevant registrations and required health certificates.
• Act as an approachable contact for immigration and accommodation queries and refer wider employee matters to the appropriate HR team member.

Repatriation and departures

• Coordinate approved repatriation travel, airport transfers and departure arrangements when employment ends or as otherwise authorized.
• Coordinate immigration notifications, permit cancellation or other closure requirements with the relevant authorities.
• Arrange accommodation check-out, key and company property returns, and communicate confirmed departure details to HR, Payroll and relevant departments.
• Maintain accurate departure records and supporting documents for approved travel costs, refunds or other relevant transactions.

General HR administration

• Maintain accurate employee records and HR system data, handle personal information securely and follow company confidentiality and data protection procedures.
• Prepare correspondence, reports, trackers and supporting documents relating to immigration, accommodation, onboarding and departures.
• Support recruitment administration, employee queries, HR events, training coordination and other departmental activities as required.
• Perform other reasonable HR duties assigned by the HR Manager, consistent with the role and operational requirements.
• Follow company policies and escalate compliance concerns, welfare issues and matters requiring management decisions promptly.

Requirements

• Diploma or degree in Human Resources, Business Administration or a related field is preferred.
• Relevant experience in immigration administration, employee accommodation or HR operations; hospitality experience is an advantage.
• Practical knowledge of Cyprus immigration procedures and documentation for international employees.
• Good command of Greek and English, strong computer skills and confidence using Excel and HR systems.
• Strong organisation, attention to detail, discretion and interpersonal skills, with the ability to manage deadlines and sensitive employee matters.

Please apply by sending your CV to [email protected]