Office Administrator

About the role

In this role, you will keep our Bulgaria offices running smoothly as part of the CEE Office Support Team, coordinating daily operations, facilities, and vendor relations. You will ensure the workspace is well maintained, processes align with company standards, and employees have everything they need to stay productive and comfortable, directly contributing to an efficient, welcoming office environment.

Responsibilities

• Maintain and continually improve the office environment to keep it functional, well-organized, aesthetically pleasing, and well-maintained, ensuring all necessary office supplies and materials are readily available for daily operations
• Own the identification and follow-up of office maintenance issues to minimize downtime and disruptions, driving timely resolution through proactive reporting and coordination with relevant vendors or building management
• Manage facility vendors, including cleaning, catering, post, and security service providers
• Welcome and assist office visitors, prepare conference rooms, and coordinate visits to ensure a professional and hospitable experience
• Receive, sort, and distribute daily mail and deliveries to ensure timely and accurate internal correspondence and package handling
• Order office supplies and maintain inventory levels
• Schedule meetings, maintain calendars, conduct research, and prepare reports
• Work with internal company systems by entering and maintaining relevant data and documents, ensuring that all information is accurate, complete, and kept up to date for operational and reporting needs
• Implement office policies by establishing procedures and standards for office operations
• Support the management of contracts with office vendors, service providers, and landlords in cooperation with other teams
• Support office financial objectives by participating in the preparation of the annual budget, planning expenditures, analyzing variances, and implementing corrective actions.
• Participate in regular operational meetings with the Regional Office Support Manager CEE, the CEE Office Support Team, and other relevant operational teams to share updates, align priorities, and contribute to continuous improvement of office operations
• Work on-site Monday through Friday from 10:00 AM to 7:00 PM

Requirements

• Practical experience with 1+ years in office administration or a similar administrative support role
• Knowledgeable in office administration responsibilities, systems, and procedures
• Holding a valid driving license
• Proficient in MS Office, with a focus on Excel and Outlook
• Strong in time management, multitasking, and problem-solving
• Attentive to detail and effective in prioritization
• Comfortable working in a fast-paced environment and handling multiple tasks under pressure
• Confident in communication in English at an upper-intermediate level
• Holding a bachelor’s degree in business administration, communication, or property administration will be an attitude