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Office and Facilities Executive – Maternity leave cover

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Office and Facilities Executive – Maternity leave cover

Posted on: May 19, 2022

Contract type: Full Time

Location: Skopje, Macedonia

Office and Facilities Executive – Maternity leave cover

Job description

Sopro… Secretly a Tech Firm, Dressed as a B2B Marketing Agency.

Headquartered in Brighton, with offices in Skopje and Miami and a remote team in Serbia, Sopro Holdings Group is a diverse family of businesses, all focused on powering growth. Our group of brands includes Sopro as the world’s leading B2B email prospecting agency, SaaS business Outbase, and entrepreneur community, Founders Hub.

Voted Best Place to Work in the UK Business Awards 2021, and Tech Company of the Year by Campaign Magazine, we’ve collected a host of awards for our people, workplace, technology, and business results. We are proud to also be one of the UK’s fastest-growing digital marketing agencies.

The role

Within our growing Skopje Team, Sopro has a great opportunity for an Office and Facilities Executive. This role is a maternity cover for our Office and Facilities Manager, with a possibility for extending the contract afterwards. While the Office and Facilities Manager is on the leave, we would expect you to pick up the management responsibilities, including the line management of our Junior Office Administrator.

This role would suit someone who is a proactive team player, communicates effectively and is a top-level organizer. As an Office and Facilities Executive, you would be working closely with our Country Manager (while the Office and Facilities Manager is on maternity leave) and our Office Administrator, making sure our offices to run like a clockwork. You will be coordinating and managing the relationship with equipment suppliers, utility vendors and as well as ensuring that policies around health and safety, housekeeping and corporate social responsibility are in place and enhanced.

Being part of Sopro, you will play a crucial role in the organization and realisation of various company events and will have a great impact in in supporting the health and wellbeing of our people.

Looking to join us?

Discover what it's like to be part of our growing and ambitious team.

Key responsibilities

Facilities and Supplier Management

  • Regularly review and periodically re-negotiate supplier contracts to ensure effective pricing across all supply channels
  • Ensure uninterrupted supply across all utilities with full redundancy where needed (I.e. internet/power).
  • Planning monthly budgets for the Skopje office, keeping track and comparing projected costs with actual spend
  • Weekly review of invoices with suppliers, keeping track of the monthly costs.
  • Manage office cash budgets.

Security and Environment Management

  •  Implement an appropriate premises security policy, including key distribution and access management.
  • Maintain, review and improve the physical working environment enjoyed by our people.
  • Identify maintenance requirements and coordinate the work on fixtures, furnishings, décor and other environmental aspects.
  • Maintain office hygiene standards and making sure the office is looking great at all times through effective contract management with the cleaning company.

Events, Conferences and Corporate Social Responsibility

  • Participate in (or manage) the business’s participation in (or hosting of) various local events.
  • Plan and organize events (in and out of office) such as team building, social activities, sports activities and challenges, company events, wellbeing initiatives, charity projects etc.
  • Own the businesses corporate social responsibility planning, including supporting charities.

Administration

  • Work with HR to ensure environmental and housekeeping standards and mapped directly into business policy documentation and communicated effectively to all staff.
  • Maintain master employee databases.
  • Support the departmental management heads with general administrative assistance with staff letters etc.
  • Coordinate domestic and international travel, including visa, flight, hotel, and car rental reservations.
Requirements
  • Previous experience in office management, ideally for a world-class international brand
  • Experience in procurement/purchasing including specific office vendor and supplier management
  • Outstanding written and verbal English skills
  • Communication and interpersonal abilities, including working with higher management, presentation skills and strong negotiation skills.
  • Experience in policy management and communication
  • Strong analytical and data management skills (working knowledge of MS Excel)
  • Super organized person, attentive to details and able to juggle multiple projects at the same time
  • A genuine helper with able to “make things happen”
The package

At Sopro we invest in our people – they are what makes our company great and we work hard to make sure that everyone feels like a valued member of the team. Some of the perks we offer:

  • Competitive salary
  • Private Healthcare Insurance
  • Extended annual leave
  • Regular social events
  • Flexible working – a mix of office and remote working environments
  • Open door policy to all levels of management – everyone’s ideas are listened to and in a lot of cases, implemented.

We are rapidly expanding which also offers fantastic opportunity to progress to more senior roles.

Think you're the person for this role?
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