Company Description:
Exciting news! Our Facility team in Pristina is growing and we’re looking for you!
This role requires carrying out administrative tasks and support all the functions that will ensure the smooth operation of the office, as well as to support all company managers in their daily operations.
Job Description:
Administration:
Client visits
- Welcome all company guests, candidates and visitors;
- Ensure logistics around client visits are carried out in a highly professional manner, adhering to company’s corporate vision, mission and values;
- Serve as the local SPOC for all travel and accommodation arrangements;
- Coordinate with the company’s counterparts on bookings and logistics related to travel and stay of people in Kosovo;
- Assist and coordinate the organization of company meetings and events;
Documentation Data Base
- Administer all company documentation in both English and Albanian;
- Keep all relevant registers and ensure all company communication is documented and filed;
- Distribute all incoming mail among the Management team;
- Answer all incoming and outgoing correspondence;
- Prepare expense reports on a monthly basis/upon request by management
- Translate documents from English to Albanian and vice versa upon Management Team requests;
- Serve as a support function for all the Management team;
Visa and work permit related activities:
- Prepare and coordinate all activities related to invite letters issuing;
- Prepare and coordinate all activities related to work permit issuing;
- Participate in the residence permit processes including obtaining of work permit, Residence permits;
Customs clearance related activities:
- Prepare and coordinate activities and documents related to customs clearance of goods and/or equipment shipped to/from Kosovo;
Procurement:
- Create and maintain vendor database with contact details and quotes;
- Create, maintain and update/adjust inventory lists on regular basis;
- 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;
- Keep originals and soft copies of all commercial contracts and legal agreements making them available upon request by any of the support staff functions;
- 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;
Marketing Related Activities
- Assist in preparation and analysis of marketing materials/ data
- Assist in organizing all company’s marketing related activities
Overall responsibilities
- Fulfill all tasks in a timely manner and within the specified deadlines;
- Perform other lawful tasks delegated by the management;
- Stick to the company’s internal policies and procedures;
- Work in strict confidentiality.
Qualifications:
- University Degree.
- Previous administrative experience is required;
- Excellent command of English and Albanian – written and verbal;
- Excellent computer literacy (MS Office, Outlook Express; Internet);
- Ability to easily work with all office equipment;
- Excellent communication and organization skills;
- Good understanding of facility maintenance;
- Civil and/or Technical background is an asset;
- Marketing background is an asset
- Excellent organizational skills;
- Multitasking skills;
- Responsible, loyal, energetic and self-motivated person;
