Job Description

We are hiring an Assistant Manager – Facilities to join our EXL team in Sofia! In this role, you will be responsible for the day-to-day upkeep of the office environment, ensuring a comfortable, safe, and secure workplace for employees, visitors, and clients. You will coordinate facility operations across the Sofia center, manage vendors and recurring expenses within budget, and proactively drive improvements to increase efficiency and service quality—while ensuring full compliance with internal policies and local health & safety requirements.

• Ensure smooth day-to-day facility operations and a high standard of customer service for all internal stakeholders (employees and management).
• Work closely with internal departments (IT, HR, Procurement, Capability Development) and collaborate with colleagues from the company’s international offices.
• Support Operations Managers and employees with office-environment-related issues, ensuring quick turnaround time (TAT) and resolution.
• Coordinate and support client and business guest visits, including welcoming arrangements, accommodation, and transfers.
• Provide primary technical support for office infrastructure and assets (furniture, lighting, utilities, corporate car); contact and manage relevant vendors to resolve issues and emergencies.
• Oversee and coordinate scheduled maintenance, repairs, and improvement works to ensure continuity and high “uptime” of facilities services.
• Supervise third-party vendor services on-site (e.g., housekeeping), ensuring service quality, performance, and adherence to procedures.
• Manage courier shipments, stationery and office supply orders, printer consumables, and minor technical supplies, including stock control and distribution.
• Maintain required reception/front office registers in line with company policies and procedures.
• Organize travel arrangements for business trips (accommodation, transfers, insurance, etc.) as required.
• Monitor OPEX budget utilization, manage recurring expenses, track actual vs. budgeted costs, and prepare relevant reports/MIS for management.
• Ensure compliant enforcement of Physical & Environmental Security and Access Control rules and regulations.
• Follow and apply internal and local policies related to information security, health & safety, expenses, and procurement processes.
• Contribute to process improvements and initiatives that enhance efficiency and service quality within allocated budgets.

• Educational requirements: Completed university degree.
• Professional experience: Experience in facilities/office administration, vendor management, corporate services, hospitality, or a similar area is required/strongly preferred.
• Language skills: Fluent English (written and spoken).
• Computer skills: Good computer literacy, including Microsoft Office (Word, Excel, Outlook, etc.).
• Other skills: Strong organizational skills, accuracy and attention to detail, confident communication, stakeholder management, and ability to manage multiple priorities.
• Personal characteristics: Discreet, professional, communicative, loyal, disciplined, and able to work effectively in a team.