Office Coordinator, Receptionist and Office Support- Pipeline

At BIC, we've been creating ingeniously simple and joyful products that are part of every heart and home for more than 75 years. Our Sofia Global Business Services Center is a vibrant, international hub supporting teams and markets across the globe.

We are looking for a highly organized, proactive, and people-oriented Office Coordinator - Receptionist &Office Support to become the face of our office and a trusted partner to our leadership team. This role combines executive support, office administration, reception duties, facilities coordination, and employee experience activities, making it ideal for someone who enjoys variety, takes ownership, and thrives in a dynamic environment.

What You'll Do

Executive & Leadership Support

• Provide administrative support to the GBS Sofia Director and Management Team.
• Coordinate and schedule meetings, leadership visits, and business initiatives.
• Manage calendars, meeting requests, and related communications.
• Arrange domestic and international travel, accommodation, and logistics.
• Prepare and format presentations, reports, meeting materials, emails, and communications.
• Coordinate follow-up on action items, requests, and key business priorities.
• Act as a liaison between management, employees, and external stakeholders.
• Handle confidential and sensitive information with the highest level of discretion.

Reception & Visitor Experience

• Serve as the first point of contact for visitors, clients, vendors, and employees.
• Create a welcoming and professional experience for all office guests.
• Manage the reception area and ensure it reflects BIC's culture and values.
• Answer, screen, and route incoming phone calls and inquiries.
• Coordinate visitor registration, badges, and host notifications.

Office Operations & Employee Support

• Support the day-to-day administration of the Sofia office.
• Coordinate onboarding and offboarding activities, including access badges, workplace access, and employee logistics.
• Support employees with parking, meal vouchers, and office-related services.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Receive and distribute parcels, packages, and product shipments.

Facilities & Workplace Management

• Act as the primary contact for office facility matters.
• Coordinate with building management, maintenance providers, cleaning services, and external vendors.
• Monitor office supplies, beverages, and pantry inventory.
• Ensure common spaces, kitchen areas, and meeting rooms are fully equipped and operational.
• Arrange catering and refreshments for meetings and events.

Meetings & Event Coordination

• Manage meeting room bookings and scheduling.
• Prepare meeting spaces, equipment, refreshments, and materials.
• Support the planning and execution of employee engagement activities and company events.
• Coordinate logistics for initiatives such as Summer Celebrations, Christmas Events, Back-to-School campaigns, and other employee programs.
• Organize and distribute company products and promotional materials for events.

Procurement & Administrative Support

• Create and process Purchase Requisitions (PRs) and Purchase Orders (POs).
• Coordinate purchasing activities with suppliers and internal stakeholders.
• Maintain accurate records, files, and office documentation.
• Support administrative projects and tasks across the business as needed.

What You'll Bring

• Previous experience in an Office Coordinator, Receptionist, Executive Assistant, Administrative Assistant, or similar role.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• A proactive mindset with a strong customer-service orientation.
• Ability to prioritize effectively and work independently.
• Professionalism, discretion, and attention to detail.
• Strong Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Fluency in English, both written and spoken.