Workspace Operations Assistant

Workspace Operations Assistant

Job Title: Workspace Operations Assistant

Location: Sofia
Reports to: Workspace Manager

Main Functions:

This position focuses on administrative coordination, vendor and facilities management, internal communications, and support for financial and operational processes. While front-of-house reception duties are part of the role, the emphasis is on maintaining smooth day-to-day operations, supporting colleagues, and keeping workflows organized. This is a dynamic position suited for someone proactive, detail-oriented, and skilled at balancing multiple priorities to create a well-managed and productive workplace.

Key Responsibilities:

Workspace and Facilities Assistance

• Assist with processes related to office supplies, consumables, pantry items, and vending services.
• Track and report maintenance needs; coordinate with vendors for timely resolution.
• Support basic space planning, small moves, and workspace improvement initiatives.
• Assist in ensuring compliance with health & safety requirements and support contractor onboarding processes.

Administrative Support

• Assist with the shared workspace inbox and internal Slack channels, when needed.
• Handle onboarding/offboarding from a workspace operations perspective.
• Maintain documentation including H&S records, access cards logs, service tracking, etc.
• Provide updates and input for monthly reports.

Mail & Delivery Handling

• Receive, log, and distribute incoming mail and packages in a timely and secure manner.
• Coordinate outgoing deliveries.
• Liaise with courier providers and employees to resolve delivery issues, when needed.

Financial & Procurement Tasks

• Raise and track purchase orders for office-related expenses (stationery, services, etc.).
• Support with invoice processing and basic budget tracking.
• Liaise with the Finance team to ensure accurate cost coding and record-keeping.
• Monitor spending trends and flag irregularities or overspending.

Front-of-House and Reception

• Serve as the face of the office by welcoming employees, visitors, and vendors.
• Support and communicate company’s security policy.
• Support with the visitor registration process and issue access cards.
• Maintain a clean and professional reception area.
• Answer incoming calls and manage general office inquiries in a professional and service-oriented manner.
• Support daily meeting room setups and internal events.

Project & Event Support

• Assist with internal events logistics, including vendor coordination and on-site support.
• Contribute to workspace improvement initiatives (e.g., sustainability, AV upgrades, etc.).
• Support workspace-related surveys or data collection as needed.

Behavioural Competencies:

• Service Orientation: Maintains a professional, approachable, and solution-oriented attitude when interacting with employees, visitors, and vendors.
• Attention to Detail: Maintains accuracy and thoroughness in handling administrative tasks, documentation, procurement, and workspace logistics.
• Accountability: Takes ownership of assigned responsibilities, follows through reliably, and ensures timely completion of tasks.
• Team Collaboration: Works effectively with colleagues and stakeholders to support daily operations and resolve issues, fostering a cooperative work environment.

Required Skills:

• Excellent written and verbal communication skills in Bulgarian and English.
• Strong interpersonal skills and a customer-focused approach.
• Organized, efficient and able to multitask.
• Comfortable using Microsoft Office, Slack, and internal systems.
• Basic understanding of financial processes, raising POs, PRs, invoice follow-up, and cost tracking.
• Able to work both independently and in collaboration with wider teams.
• Attention to detail and ability to follow through on tasks from start to finish.

Education, Qualifications & Experience:

• Previous experience in facilities, workspace operations, office administration, or hospitality.
• Familiarity with budgeting or basic finance systems.
• Health & Safety awareness or training (IOSH, Fire Warden, etc.).
• Experience working with visitor management or access control systems.

​Why choose us:

Aside from a generous base salary, we have a fantastic benefits & rewards program that is designed to encourage personal and career development.

• Discretionary annual performance bonus

• 30 days paid leave

• Health and Dental Insurance for you, your partner and your children (if you all live at the same address)

• Personal life insurance and disability coverage

• A personal interest allowance to let you learn something new or pursue a hobby

• External learning support of up to £2,000 or equivalent in local currency, dedicated 4 learning “Power Hours” every month during office time, full access to the Udemy and Mindtools platforms, in-house leadership program and many other training opportunities for developing your skills and progressing your career

• Looking to extend your family? You will receive a cash gift of 1,000 BGN for your new addition whilst working for us

• 26 week’s primary carer leave at 100% pay & 4 weeks secondary carer leave pay at 100% pay

• A sports’ card membership valid across the country

• Discounts as a compliment form us among different services

• Monthly food vouchers

Equal opportunities:

At Flutter International we are committed to creating an inclusive environment where our people can be their authentic selves and thrive. We embrace and celebrate diversity, respecting all our uniqueness and differences.

We welcome you to let us know whether you have any accessibility needs. All you need to do is email us at  talent@flutterint.com .  Your journey with us is focused on ensuring you have what you need to be your best self.

Learn more about the works we are doing on Inclusion and Belonging here: https://careers.flutterinternational.com/working-at-flutter-international/diversity-equity-inclusion/

The group:

Flutter International is a proud member of the Flutter Entertainment family, a worldwide leader in sports betting, gaming, and entertainment. We're not just another company; we're part of the FTSE 100 index on the London Stock Exchange and listed on the New York Stock Exchange (NYSE). What sets us apart is our exceptional blend of brands, top-notch products, and a global presence that spans across 40 countries. What truly defines us is our commitment to ensuring that the thrill of gaming and entertainment is experienced in a responsible and sustainable way. Our remarkable team of over 8,000 colleagues drives this vision, spread across 28 offices worldwide