Team & Operations Coordinator, TOPOSOPHY, GR

Team & Operations Coordinator

Location: Athens
Reports to: CEO
Team: Operations & HR

Who we are

TOPOSOPHY is one of Europe’s leading agencies in placemaking, tourism strategy, and destination marketing. Whether we're developing a destination master plan, exploring the latest travel trends, or running a cultural event, we bring together a diverse and dedicated team. Since 2010, we've worked with cities, governments, and global brands to design better places and experiences for people. We’re growing — and so is our need for strong internal coordination.

What we’re looking for

We’re hiring a Team & Operations Coordinator to help keep our team and internal operations organised, well-supported, and aligned. This is a practical, hands-on role at the heart of the company — supporting HR, managing internal processes, ensuring our tools and systems run smoothly, and providing day-to-day support across teams.

The role sits between HR, admin, and operations — and would suit someone who’s well-organised, digitally fluent, and enjoys making things run better behind the scenes.

What you’ll do

People Operations & HR Support

• Coordinate onboarding and offboarding for new team members
• Support recruitment processes (posting jobs, scheduling interviews, preparing documentation)
• Maintain and update employment contracts, records, and personnel files
• Administer team benefits (health insurance, leave tracking, meal vouchers, phone plans, etc.)
• Help communicate and implement HR policies, review cycles, and team growth plans
• Track well-being programs, time-off, and remote work
• Assist with training initiatives, documentation, and evaluation of team development efforts
• Ensure confidentiality and compliance with Greek labor law and internal practices

Team Coordination & Internal Support

• Act as the go-to person for team-wide coordination and communication
• Support cross-departmental collaboration and follow-up
• Plan team-building activities and manage team feedback processes
• Coordinate shared resources, internal templates, and SOPs

Digital Tools & Platform Management

• Manage core tools (Slack, Google Workspace, Monday.com, LastPass) at admin level
• Handle user setup/offboarding, permissions, and platform hygiene
• Ensure tools are secure, well-used, and aligned with internal workflows
• Deliver basic training and troubleshooting support to team members

Meetings & Project Support

• Organise team meetings and workshops (agendas, notes, follow-ups)
• Track internal project progress and help teams stay on schedule
• Provide coordination support across teams when needed

General Administration

• Keep internal files, contracts, records, and templates organised and up to date
• Help prepare internal presentations, reports, and project documentation
• Support management with ad hoc research or operational tasks