Specialist administration and security - Facility & Property Management - Varna on site

Job summary:

Carry out administrative, facility maintenance and security tasks.

Duties and Responsibilities:

Administration:

Client visits

- Ensure logistics around client visits are carried out in a highly professional manner, adhering to company’s corporate vision, mission and values; - Coordinate with the company’s counterparts on bookings and logistics related to travel and stay of people in Bulgaria; - Assist and coordinate the organization of company meetings and events;

Documentation Data Base & Logistics

- Keep all relevant registers and ensure all company communication is documented and filed; - Courier documents and equipment, keep record; - Prepare expense reports on a weekly basis/upon request by management

Procurement:

- Create and maintain vendor database with contact details and quotes; - Assist and/or prepare and distribute RFQs to vendors for purchasing non-tech materials; office equipment; advertising materials and other stationeries; - Process and dispatch all commercial invoices and protocols post service rending and/or material delivery to Finance for release of payment; - Participating in requisition raising process and receipt acknowledgement in Ariba; - Assist and follow-up on Purchase orders creation status in Ariba; - Participate in all activities related to fixed assets tracking – monthly reporting, physical inventory, etc.

Vendor Relationship Management

- Responsible for communication and coordination between all vendors and the different functions within Sutherland; - Run and coordinate all activities related to: cleaning of the office space, water supply, vending machine, others; - Place orders and supervise the timely supply and rendering of the above services.

Facility maintenance:

- Actively participate, monitor and supervise all activities related to facility maintenance, build outs, facility upgrades; - Make sure all facility maintenance activities are executed after budget is duly approved and as per the company policies and processes.

Physical Security, Emergency management and Health & Safety:

- Monitors, inspects and evaluates office physical security measures and conducts security surveys of physical security, video, access control and intruder alarm installations. - Supervises the performance of the security guards and monitors the implementation of guards’ security training plan. - Investigates security incidents involving employees and visitors, identifies gaps, makes recommendations, consolidates and submits floor violation reports. - Coordinates issuance of access cards and photo badges. - Prepares reports, registers and logs as required and assisted by the Alarm Monitoring Team. - Tracks materials movement, performs key and access cards management. - Conducts evacuation exercises and recommends appropriate actions; coordinates a 24-hour Emergency Response System and keeps updated escalation matrix and contact list. - Acts as a single point of contact for all Alarm monitoring and response. - Ensures that fire prevention devices and equipment are available on the premises and all firefighting equipment is in working condition & maintenance on time. - Assists Manager H&S in performing Health&Safety procedures with preparation of plans, monthly reports, risks assessment and audit reports.

Overall responsibilities

- Assists Admin & Facilities Manager and Security Manager - Fulfill all tasks in a timely manner and within the specified deadlines; - Stick to the company’s internal policies and procedures; - Work in strict confidentiality.

Our most successful candidates will have:

• Experience in admin or related fields.

• Above average verbal and written communication skills, good command of English and excellent command of Bulgarian

- High school or university degree - Ability to easily work with all office equipment - Good understanding of security & facility maintenance - Excellent multitasking skills - Responsible, loyal, energetic and self-motivated person

• Can work extended or flexible hours, if needed.

• Require very minimal or no supervision to complete assigned tasks.

• With high integrity standards.

• Demonstrates ability to use MS Office applications: Excel, Power Point, Word, Outlook and Gmail.

All your information will be kept confidential according to EEO guidelines.