BGR - Office and Workspace Adminstrator

 Office & Workplace Administrator

20 hours per week (Flexible on daily office working hours)

We have a fantastic opportunity for an experienced Office & Workplace Administrator for an exciting new role supporting our Facilities team in a fast-paced environment, based out of our office in Sofia, Bulgaria. If you have initiative, drive, and a strong desire to continuously improve processes and are accustomed to multitasking with speed and accuracy in a detailed work environment, this role may be for you.  

You'll ensure exceptional service, collaborate across all levels, and reflect our values. You'll also manage international assignees, handle relocation, immigration, and visa requirements, as well as contract creation, Right to Work audits, letter production, and data management. Interested? 

 A bit about us...   

At Costa Coffee, we are what we craft. We’re reimagining coffee experiences in over 50 countries and counting, as a key part of the Coca-Cola System. Whether you get your coffee in a store, from a machine, at home, or on the go – we’ve got you covered. Our teams make a difference. Whether that’s working on new tech for the perfect pour, helping our teams grow, creating award-winning campaigns, crunching the numbers, or developing the latest exciting menu item; together, we stir up success. We may be a global brand, but we haven’t forgotten our roots. 

That’s where the Costa Foundation and our fantastic community agenda come in. Whatever your role, you can help us change lives in coffee growing communities and help your local community too. We also want to help you grow in your career through amazing experiences, our apprenticeship scheme, and development programmes. At Costa, you can go beyond the day-to-day. A bit about the role...  

A bit about you:

Our values and behaviours are integral to everything we do: we aspire to be disciplined to deliver, have passion for progress, win with warmth, have the courage to challenge, and be trusted team players. As the Office & Workplace Administrator in the People Shared Services team, you will have a solid base of HR administration experience and are comfortable operating in a fast-paced environment, consistently meeting our People Shared Service SLAs. Your efficiency ensures smooth and effective business processes. Dedicated to exceptional customer service, you continually strive for excellence.  

About the role:

The Office & Workplace Administrator provides routine administrative and practical support for the effective day-to-day running of Costa's Sofia office. 

Working within established procedures and under the direction of the relevant manager, the role supports office administration, workplace services, facilities activity, Health & Safety administration, onboarding and offboarding administration, visitor arrangements, supplier contact and approved purchase order and invoice processing. 

The role acts as a first point of contact for routine office queries, maintains accurate records and promptly escalates non-routine, compliance-related or employee matters to the appropriate People, Facilities, IT or designated Health & Safety contact. 

Main stakeholders: Sofia-based employees, People, IT, Facilities, building management, approved service providers, visitors and contractors. 

• Provide routine administrative support for the Sofia office. 

• Monitor office supplies, stationery, kitchen consumables and refreshments, and place orders through approved processes. 

• Maintain office information, shared-area notices and agreed workplace records. 

• Arrange meeting rooms, visitor access and routine workplace requests. 

• Welcome visitors, guests and contractors and notify the relevant host. 

• Log maintenance or workplace issues and escalate urgent or non-standard matters to the appropriate contact. 

• Provide logistical support for approved office events, including room and refreshment arrangements. 

You have: 

• Good organisation and attention to detail. 

• Clear and professional communication. 

• Ability to follow established procedures, checklists and approval routes. 

• Ability to complete routine tasks accurately and on time. 

• Ability to recognise and escalate non-routine or higher-risk issues. 

• Customer-focused approach to routine employee and visitor support. 

• Fluent in English. 

• Previous experience in an administrative, receptionist, office support or coordination role. 

• Experience maintaining records, trackers or filing systems. 

• Experience handling routine employee, visitor, supplier or service queries. 

Desirable 

• Experience supporting office onboarding. 

• Experience processing purchase orders or invoices. 

What we can offer...  

We're on a growth journey like no other: more countries, more propositions, and opportunities to stretch your skills alongside our warm people, so we want you to feel valued and rewarded with great perks and benefits: 

• Costa Incentive Scheme  
• Life, Accident & Disability Insurance   
• Healthcare   
• Wellness Allowance  
• Multisport Card (self-funding)  
• 25 days annual leave 

Location

Sofia Costa office

Here at Costa Coffee, we encourage the sharing of diverse thoughts and ideas. We approach our work fearlessly and support one another in taking a few risks. We learn and grow constantly. Individuality is championed, and we provide a culture where everyone feels included. You can be you at Costa Coffee