Specialist administration and security - Facility &

About The Role

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

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.