The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Facility Manager and Security (fixed term)

General description of the job:

The general objective of the job is to assist the Directors and professional staff by providing general technical and administrative support including, but not limited to, working with vendors, making orders for office supplies, processing correspondence, contracts, PoAs and other documents; visiting administrative institutions, organising events, etc.

Responsibilities:

• Facilities, Office Support and Vendors

• Communication and coordination with office service providers (cleaning, security, supplies, equipment).

• Organization and tracking of technical maintenance, preventive checks, and inspections (HVAC, lighting, electrical network, air conditioning).

• Management of office equipment, peripherals, and inventory (allocation, replacement, maintenance).

• Maintenance of office hygiene and standards in accordance with internal policies

• Front Office & Employees Support

• Answering and transferring phone calls; welcoming, registering, and directing visitors.

• Onboarding new employees – organizing workspace, equipment, and access.

• Support with daily requests, operational issues, and incidents.

• Offboarding coordination – returning equipment, terminating access, and executing procedures.

• Assisting internal administration and management upon request.

• Correspondence and Office Documentation

• Processing, registering, and distributing incoming and outgoing correspondence.

• Preparation of documents, requests, and internal documentation related to office operations.

• Security, Health & Safety

• Access card management – issuance, deactivation, updates.

• Coordination with building security; compliance with security policies.

• Maintaining and reviewing access logs in accordance with internal security policies.

• Performing duties as Fire Safety and Occupational Health & Safety officer:
  initial training for new employees,
  documentation maintenance,
  participation in periodic inspections.

• Benefits Administration

• Administration of food vouchers (Regulation 7): preparing lists, calculating based on worked days, submitting requests, monitoring activation.

• Coordination of MultiSport cards – requests, changes, working with the provider's platform.

• Communication regarding approvals, payments, and reporting.

• Vendor Administrative Operations

• Managing supplier contracts.

• Generating and tracking Purchase Orders in Workday.

• Review and approval of invoices in Workday.

• Event Management

• Organizing corporate events, theme days, office activities, and corporate initiatives.

• Organizing full event preparation – concept, decoration, space setup, music selection, material preparation, and equipment provision.

• Coordination with external vendors when needed (catering) and budget management.

• Providing logistical support before, during, and after events, including post-event office space organization and maintenance

3.Communication

The Facility Manager works in direct contact with all members of Apex Fund Services Bulgaria’s staff and in close co-operation with the Managing Directors.

Requirements:

• Bachelor’s degree in business administration, Management, or a related field (or equivalent relevant experience).

• Minimum 2–3 years of experience in office administration, facilities coordination, office management, or vendor management.

• Experience in Health & Safety, Fire Safety, or Security access management is a strong advantage.

• Experience working in a multinational or corporate environment is preferred.

• Strong organizational, administrative, and multitasking skills.

• Good vendor management and office maintenance knowledge.

• Ability to manage access cards, logs, and compliance documentation.

• Proficiency in MS Office; Workday experience is a plus.

• Strong communication skills and professional customer service approach.

• Creativity and organizational abilities for event management.

• Proactive, reliable, detail‑oriented, and able to work independently.

• High level of responsibility, confidentiality, and professionalism.

• Positive attitude and readiness to support employees and management.

• Fluent Bulgarian; good English (written and spoken).

• Ability to visit administrative institutions when needed.

• Willingness to support and organize office events, including preparation outside standard hours if required.

What you will get in return:

• A genuinely unique opportunity to be part of an expanding large global business

• Competitive remuneration commensurate with skills and experience

• In-house and external professional trainings

• Possibility for development opportunities

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.