Office Administration & Facilities Manager

Advent Group is a marketing company specialized in graduate education and corporate learning since 2004. Based in Paris, Sofia and Montreal, Advent Group offers its employees a stimulating job that requires them to grow!

We are a worldwide leader in education events and marketing solutions for the higher education sector.

• 220+ events per year
• 130+ team members
• 300+ leading partner universities
• 6 continents of operation

What is the essence of the role?

Advent Group is looking for a dependable and well-organized Office Administration & Facility Manager to oversee the day-to-day operations of our Sofia office and act as the main point of contact for facility-related matters in the building.

This is a hands-on, operational role that combines standard office management responsibilities with coordination of building maintenance and facility improvement projects.

What will your job look like?

• Supervising cleaning staff and ensuring overall office cleanliness, workplace readiness, office supplies, equipment, and facility upkeep
• Liaising with vendors and contractors for office services (e.g., internet, utilities, courier, cleaning, maintenance, security, supplies), obtaining quotations, coordinating contracts, and monitoring service quality
• Coordinating with building tenants and supporting the management of shared utilities and common building areas
• Acting as the first point of contact for building maintenance, service providers, and office-related requests raised by colleagues, ensuring timely resolution and follow-up
• Managing and monitoring facility-related projects and cases, including renovations, technical upgrades, repairs, workspace improvements, inventories, and other operational initiatives
• Welcoming and assisting visitors and acting as the first point of contact at the office
• Supporting employee onboarding and offboarding, including workspace setup, equipment, access cards, office orientation, and coordination with the IT team
• Assisting with the organization of internal meetings, team events, trainings, and providing administrative and HR support as needed
• Managing office cash flow, supplier-related expenses, and preparing monthly reports and supporting documentation for office-related costs
• Maintaining office documentation, including asset and equipment inventories, maintenance schedules, operational procedures, and recurring facility-related tasks
• Supporting compliance with fire safety, workplace health and safety, security, access control, elevator servicing, HVAC maintenance, and other regulatory requirements
• Assisting the HR and Finance teams with various administrative tasks, including the administration of company benefits
• Coordinating office deliveries and shipments and supporting the smooth day-to-day operation of the office
• Reviewing and communicating office procedures, translating operational needs into action plans, and tracking progress to ensure efficient execution

What do you need to be successful?

• 3 years of proven experience in office administration, facility coordination, or a similar role
• Experience with working with vendors, suppliers and various stakeholders
• Experience managing supplier quotations, contracts, invoices, expense reporting, and vendor performance
• Ability to plan, prioritize, and manage multiple operational projects while maintaining accurate documentation and follow-up
• Knowledge of workplace health and safety, facility compliance, asset management, and digital office management tools (e.g. task management, inventory, or expense management systems)
• Strong professional communication and negotiation skills
• Comfortable working with office technology, access control systems, and Excel
• Responsible, proactive, and solution-oriented mindset
• Proactive approach with a strong sense of ownership
• Fluent in English and Bulgarian – both written and verbal

Why Should You Apply?

• If you are a person who would like to work in an international environment, but not in big corporations or bureaucratic organizations – you should apply!
• If you are a person who likes a structured and organized approach at work, but at the same time is not afraid of a little bit of chaos from time to time – you should apply!
• If you want to make a difference and work on projects that are so specific that you will amaze your friends every time you talk about your job – you should apply!
• And of course, if you are looking for a job within a stable company with steady growth and vision for the future – you should apply!

GROW BY HELPING OTHERS GROW

PERSONAL MISSION WITH A GLOBAL IMPACT

What do we offer you?

• Additional healthcare coverage
• 5 bonus days annual leave
• Trainings & seminars
• Free yoga practices
• Office events & teambuilding
• Office childcare service
• Pet friendly policy
• Travelling program

The successful candidate will receive company training to smoothly and comfortably be introduced to the role.

Our office is comfortable and stylish, located in the heart of Sofia.

If interested, please send us your CV in English. By submitting your CV, you agree your CV to be kept in our database for a month and used for the purpose of this job vacancy.

In accordance with the requirements of the EU Pay Transparency Directive (Directive (EU) 2023/970), shortlisted candidates will receive information regarding the salary range applicable to this position within our organization. This information will be shared via email during the pre-selection stage of the recruitment process.