Head of Administrative Services

The good organization of administrative activity contributes directly to the efficient conduct of company operations and the responsible use of resources.

At MEGACONSTRUCT S.A., we are looking for an Head of Administrative Services to coordinate administrative activity, procurement processes and supplier relations, as well as the administration of offices and workplaces.

Responsibilities

• Coordinates the activity of the Administrative Service and subordinate personnel, establishes priorities and ensures compliance with procedures and deadlines;
• Develops and proposes for approval internal procedures regarding administrative and procurement activities and monitors their implementation;
• Coordinates the procurement processes for goods and services, identifies suppliers, requests and analyzes offers, negotiates commercial terms and formulates procurement proposals;
• Prepares necessity reports and purchase orders and monitors their progress until the delivery of goods or provision of services;
• Conducts comparative analyses of offers and constantly monitors the optimization of procurement costs and administrative expenses;
• Evaluates and selects suppliers according to internal procedures and monitors the conduct of commercial relations;
• Analyzes procurement and service contracts from a commercial, financial, and operational perspective, verifies consistency with approved offers and formulates observations before signing;
• Monitors ongoing contracts, expiry dates, and commercial terms and identifies the need for their renegotiation or extension;
• Coordinates the administration and maintenance of the headquarters and workplaces, identifies repair, maintenance, renovation, or relocation needs and proposes solutions;
• Identifies and analyzes spaces for headquarters and workplaces, compares offers and costs, participates in the negotiation of commercial terms and coordinates, as appropriate, renovation and relocation activities;
• Periodically travels to the company's locations and prepares reports on the condition of the offices, assets, and intervention needs;
• Coordinates the supply of materials, consumables, IT equipment, furniture, fittings, spare parts, and other goods necessary for the company's activity;
• Organizes and participates in the inventory of inventory items and fixed assets and ensures their proper management;
• Coordinates the administration of the vehicle fleet, monitors operating, maintenance, and repair costs, and manages relations with leasing companies;
• Manages relations with suppliers and partners for administrative services and for the implementation of software and hardware solutions related to the area of responsibility;
• Participates in the preparation of the company's annual budget by substantiating and estimating the budget related to administrative activity;
• Periodically prepares reports on costs related to the vehicle fleet, analyzes their evolution and deviations from the budget, and proposes measures to optimize expenses.

Ideal Candidate

• Completed university studies, preferably in economics;
• Minimum 5 years of experience in a similar position or in a role with relevant responsibilities in the administrative and procurement area;
• Experience in procurement processes, offer analysis, negotiation of commercial terms, and supplier evaluation;
• Experience in analyzing commercial contracts from a financial, commercial, and operational perspective;
• Microsoft Office knowledge, especially Excel, at an intermediate-advanced level: formulas, analysis functions, pivot tables, data processing and centralization;
• Experience in administering headquarters and/or workplaces is an advantage;
• Very good organizational, analytical, and prioritization skills;
• Negotiation and communication skills and the ability to effectively manage relations with suppliers and partners;
• Attention to detail, rigor, and responsibility in managing documents, contracts, and administrative processes;
• Coordination skills, autonomy, and initiative in managing activities within the area of responsibility;
• Results-oriented and the ability to identify efficient solutions for cost optimization;
• Ability to analyze and interpret data and to prepare specific reports;
• Driving license category B;
• Availability for travel within the country.

What we offer

• Salary package aligned with experience and professional competencies;
• Private medical insurance;
• Holiday bonuses;
• Additional vacation days, depending on seniority in the company;
• Company car, when the specific activity requires it;
• Stable and professional working environment;
• Support and integration into an experienced team;
• Opportunity for professional development and involvement in various projects and activities in the administrative and operational area.