Administrative Assistant – Sofia, BG

Leatherhead Source: WhatJobs

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Xtravirt is a UK leader in private cloud consulting and managed services, specialising in VMware Cloud Foundation and VMware-based digital infrastructure. For over 18 years, Xtravirt has supported enterprises across multiple sectors with the design, delivery and ongoing optimisation of secure, scalable and efficient private cloud environments. Recognised as a leading Broadcom partner, Xtravirt is committed to helping organisations accelerate their digital transformation and realise the full value of their cloud investments.

Administrative Assistant - the role, purpose and mission

As part of the continued growth of our Sofia delivery centre, we are looking for an organised, proactive, and detail-oriented Administrative Assistant to support our finance, operational, and office management activities.

This is a varied role that combines administrative support, office coordination, and finance-related responsibilities. You will play an important part in ensuring the smooth day-to-day operation of the office while supporting colleagues, maintaining accurate records, and assisting with financial administration.

If you enjoy working in a fast-paced environment, take pride in being highly organised, and are looking for an opportunity to contribute to a growing international business, we would love to hear from you.

Key responsibilities and core objectives

Finance &accounts administration

Process customer invoices against purchase orders and maintain accurate sales ledger records.
Reconcile customer accounts and investigate discrepancies where required.
Manage the accounts receivable ledger, including monitoring outstanding invoices and following up on overdue payments.
Process supplier invoices and reconcile supplier statements.
Support month-end financial activities and reporting requirements.
Assist with maintaining accurate accounting records and documentation.
Support intercompany transactions and reconciliations where applicable.

Office & administrative support

Help ensure the office operates efficiently and effectively on a day-to-day basis.
Manage the accounts team inbox and ensure enquiries are handled promptly.
Coordinate office supplies, equipment, facilities, and maintenance requirements.
Support general administrative duties and document management activities.
Maintain accurate records and ensure business documentation remains current and organised.
Prepare reports, presentations, and administrative information as required.
Assist employees with office-related queries and day-to-day administrative requests.
Help organise meetings, team events, and internal activities.

Operational & compliance support

Assist with implementing company policies, procedures, and operational processes.
Support local operational projects and initiatives.
Ensure office documentation complies with company policies and local requirements.
Coordinate documentation with external providers and local authorities when necessary.
Identify and escalation compliance or operational concerns to the appropriate stakeholders.
Contribute to maintaining a positive, collaborative, and professional office environment.
Minimum of 2 years’ experience in accounting, finance, operations, or administration.
Degree or qualification in Accounting, Finance, Economics, Business Administration, or a related field.
Strong Microsoft Office skills, particularly Excel.
Fluent written and verbal English.
Excellent organisational and time management skills.
Strong attention to detail and accuracy.
Ability to manage multiple priorities and work to deadlines.
Strong analytical and problem-solving abilities.
Ability to work independently and take ownership of tasks.
Professional, positive, and service-oriented approach.
Adaptability and willingness to learn new systems and processes.

Desirable qualifications and experience

Experience working within a multinational organisation.
Knowledge of accounts receivable and accounts payable processes.
Experience with intercompany transactions and reconciliations.
Experience supporting month-end close activities and financial reporting processes.
Familiarity with accounting or ERP systems.