Administrative Assistant

Blue Palm Operational; Fatih; On-site; TRY 167,000 - 257,000; Full time

Job summary

Blue Palm Operational in Istanbul seeks an Administration Assistant to support day-to-day operations of the central office and coordinate with international offices in the USA and Austria. The role combines executive support, employee operations, office management, and financial follow-up to ensure accurate, documented administrative processes.

You will work to improve workflows, track tasks, and maintain organized records, enabling management to focus on core activities while upholding

Qualifications

• Fluent English written and spoken is required.
• Strong organizational and prioritization skills are essential.
• Good communication and coordination abilities with internal teams.
• Ownership, follow-up and ability to work within structured processes.
• Adaptability and a solution-oriented mindset.

Responsibilities

• Provide Executive Support and coordinate administrative matters between departments and offices.
• Coordinate candidate interviews, onboarding and offboarding with IT and teams.
• Prepare, organize, and archive documents in digital and physical formats; handle official correspondence.
• Track office expenses, invoices, and payments; maintain records and liaise with vendors.
• Manage purchasing, office supplies, quotations, and courier/document delivery processes.
• Support general administration and ad hoc requests from management.

Skills

Fluent English

Organizational skills

Communication skills

Ownership & follow-up

Adaptability

Job description

We are looking for a reliable, highly organized, and detail-oriented Administration Assistant to join our Istanbul office on a full-time basis.

As an Administration Assistant, you will support the day-to-day administrative operations of our central office in Istanbul while also contributing to coordination processes with our international offices in the USA and Austria.

This is a dynamic role combining executive support, employee operations, office operations, financial follow-up, purchasing, documentation, and external administrative tasks.

You will help ensure that daily administrative matters are handled accurately, followed up consistently, and properly documented so that management and operational teams can focus on their core responsibilities.

Opportunities This Role Offers

• Experience in administrative processes covering Turkey, USA, Austria, and other international operations
• Opportunity to improve workflows, build tracking systems, and contribute directly to processes
• Close collaboration with company management and exposure to different business and operational areas

Key Areas of Responsibility

• Executive Support & Internal Coordination: Support the company founder's organizational needs, follow up on daily administrative requests, and coordinate administrative matters between departments and the local Istanbul and the international offices.
• Employee Operations: Coordinate candidate interviews, support onboarding and offboarding processes together with IT and relevant teams, collect required personnel documents, maintain employee records, and support attendance tracking.
• Document, Record & Official Procedures: Prepare, organize, and archive administrative documents in both digital and physical formats; follow up on official correspondence, applications, and documentation; and handle necessary procedures with notaries, banks, tax offices, municipalities, and other public institutions when required.
• Financial & Administrative Follow-Up: Track office bills and recurring expenses; support the preparation and monitoring of administrative payments; maintain organized records of invoices, receipts, and payment confirmations; and coordinate processes with vendors and service providers.
• Purchasing & Office Operations: Track office needs and supplies, manage purchasing processes, conduct price and supplier research, collect quotations, prepare comparison tables, and manage courier, cargo, and document delivery/collection processes.
• General Administration & Management Support: Support filing, correspondence, document preparation, research, internal coordination, and daily office needs; contribute to additional ad hoc administrative and organizational requests from management when required.
• Fluent written and spoken English
• Accuracy and quality-focused working approach
• Strong organization and prioritization skills
• Ownership, follow-up and ability to work within structured processes
• Clear communication and coordination skills
• Adaptability and solution-oriented mindset
• Confidentiality and reliability
• Ability to work with digital systems and administrative tools
• Initiative and process improvement mindset
• Ability to handle external administrative tasks when required