The Role

The Administrative Administrator provides overall administrative support for office and site operations, ensuring efficient workflow and organization. Key responsibilities include preparing client offers and contracts, managing documentation for requested goods and services, and maintaining customer records. The role also involves coordinating office services such as accommodation, equipment, supplies, and security.

Additionally, the Administrator oversees office procedures, handles correspondence, processes payments, and generates reports. Prompt communication of workplace and operational issues to management is essential.

This role ensures smooth daily operations and supports business efficiency.

Key Responsibilities & Accountabilities:

Office Administration:

• Responsible for the overall administrative work of our office in Sofia.
• Manages communication with courier companies, subcontractors, suppliers, and partners.
• Informs the Company Manager of any labor safety issues as soon as they arise and promptly reports any operational problems.
• Reviews and coordinates standard and new office procedures, carrying out operational and administrative tasks.
• Handles telephone communications, records, and transmits messages; registers incoming and outgoing written correspondence according to established procedures; forwards received correspondence as assigned, maintains a filing and archive system for outgoing correspondence, and provides relevant information when needed.
• Coordinates and plans office services, including accommodation, relocation, equipment, furnishing, deliveries, forms, parking, maintenance, cleaning, security, etc.
• Administers travel and business trip documents.
• Maintains a list of necessary office supplies and ensures their timely availability (copy paper, toner for all printers, beverages, coffee, etc.).

Commercial Process Administration:

• Administers and supports the preparation of service sales contracts and client offers.
• Creates and maintains records of new and existing clients.
• Records the invoice payments.
• Generates periodic reports using the information systems in use.
• Performs other tasks aligned with the role’s objectives.

Key Attributes:

Type and level of education:
• Bachelor or secondary education.
• Minimum of 1 year of professional experience.
• Experience in a similar position is an advantage.
• English level – B2

Special knowledge and skills:
• Knowledge of the order and requirements for compiling and organizing official documentation.
• General knowledge of office and administrative activities related to record keeping and archives, written communications.
• Teamwork and independent problem-solving skills.
• Previous experience working with a CRM system
• Organizational skills.
• Basic computer skills.
• Confidentiality, sense of personal responsibility and self-control, attention to detail.

Knowledge of foreign languages:
Proficiency in English at least level B1/B2 of the Common European Framework of Reference for Languages.