Be a part of the winning culture!
At Zentiva, we are a team of almost 5,000 unique talents bonded together by our mission to deliver high-quality medicine to people whose lives depend on it. We strive daily to create a work culture where everyone feels appreciated, can be their true selves, and contribute to the best of their ability. Seeking for a balanced team across the company, we welcome applications from all qualified candidates with various educational and industry experiences, cultural or ethnical backgrounds, and different life experiences or abilities, regardless of their religious or philosophical beliefs or whomever they choose to love. Join our winning team! Be a part of our winning culture! Be Zentiva.
We are seeking an organized and proactive Office and Facility Assistant to support the smooth day-to-day operation of our office in Sofia, Bulgaria. The role involves coordinating administrative activities, office services, and facility-related tasks to help maintain a safe and well-organized environment.
Responsibilities
- Ensure the smooth day-to-day functioning of the office and administrative processes
- Manage incoming and outgoing correspondence, including phone calls and communication flow
- Review, coordinate, and improve office procedures and administrative activities
- Maintain adequate levels of office supplies and ensure timely procurement
- Oversee the condition of the office and coordinate maintenance, cleaning, and security services
- Manage office layout, common areas, and workspace organization
- Oversee all aspects of facility management, ensuring safety and operational efficiency
- Conduct regular inspections and coordinate maintenance and repair activities
- Liaise with contractors and external service providers
- Organize business travel, including accommodation, reservations, and travel documentation
- Maintain travel orders database and issue travel orders
- Coordinate meetings, team events, and company initiatives
- Support client reception and hosting activities
- Prepare, organize, and manage official documents, including translations where required
- Coordinate certifications such as apostille, legalization, and notarization
- Liaise with institutions, partners, and external organizations
- Track office-related expenses and support budget management, including accruals
- Maintain records of company assets (e.g., laptops, phones, and equipment)
- Participate in annual inventory processes
- Support onboarding and offboarding processes in coordination with the P&O team
- Assist in internal communications and adaptation of global materials
- Maintain internal databases and administrative records
- Act as a key point of contact for internal stakeholders and external vendors
- Coordinate supplier onboarding and contract approvals in internal systems
- Ensure compliance with internal procedures, deadlines, and confidentiality standards
- Perform additional administrative tasks and projects as assigned
Qualifications, Required Skills And Experience
- Bachelor’s degree or equivalent
- Previous experience in a similar administrative or facility management role
- Strong organizational and coordination skills with attention to detail
- Effective communication skills and experience working with internal and external stakeholders
- Proactive and solution-oriented approach
- Ability to handle confidential information with discretion and integrity
- Fluency in English
- Proficiency in MS Office applications
What Is In It For You
- An opportunity to work for a successful international pharmaceutical company.
- An opportunity to learn newest approaches in managing creative and highly adaptive business organizations.
- Pleasant and dynamic working environment.
- Continuous personal development.
- An attractive compensation & benefits package.
- Above standard social and benefit program.
Diversity is a fact. Inclusion is an act @Zentiva
