Specialist administration - Facility & Property Management

About Sutherland

Artificial Intelligence. Automation. Cloud engineering. Advanced analytics. For business leaders, these are key factors of success. For us, they’re our core expertise.

We work with iconic brands worldwide. We bring them a unique value proposition through market-leading technology and business process excellence.

We’ve created over 200 unique inventions under several patents across AI and other critical technologies. Leveraging our advanced products and platforms, we drive digital transformation, optimize critical business operations, reinvent experiences, and pioneer new solutions, all provided through a seamless “as a service” model.

For each company, we provide new keys for their businesses, the people they work with, and the customers they serve. We tailor proven and rapid formulas, to fit their unique DNA. We bring together human expertise and artificial intelligence to develop digital chemistry. This unlocks new possibilities, transformative outcomes and enduring relationships.

Sutherland

Unlocking digital performance. Delivering measurable results.

Job summary:

Carry out administrative tasks and facility maintenance 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 monthly basis/upon request by management

Visa and work permit related activities:

• Prepare and coordinate all activities related to invite letters issuing;

Customs clearance related activities:

• Prepare and coordinate activities and documents related to  customs clearance of goods and/or equipment shipped to/from Bulgaria;

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 PS
• Assist and follow-up on Purchase orders creation status in PS;
• 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;

Emergency management and Physical Security:

• Actively participate, monitor and supervise all activities related to the implementation of Emergency management and Physical Security policies and procedures;
• Assist in activities related to fulfilling Fire Safety requirements

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.

Overall responsibilities

• 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 facility maintenance
• Facility maintenance background is an asset
• 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, and Outlook.

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