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.

Function: Administrative
Experience Level: Entry Level