Facility Lead

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 knowledge of German Language is a plus.
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.

Additional Information

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