Workplace Experience Partner/ Receptionist (m/f/d)

Chaos is a leading global software company that provides world-class visualization and design solutions, empowering creative minds to bring ideas to life. 

For over twenty years, Chaos has developed innovative technologies serving multiple industries, including architecture and design, media and entertainment, and product e-commerce. Chaos’ solutions help architects, designers, VFX artists/animators, and other creative professionals share ideas, optimize workflows, and create immersive experiences.

Headquartered in Karlsruhe, Germany, Chaos is a global company with offices in 11 cities worldwide. In 2022, Chaos and Enscape merged, bringing together two industry-leading companies into one. Since then, Chaos has continued to grow with the additions of Cylindo, AXYZ Design, and Evolve Lab, further expanding our expertise and solutions across architecture, design, e-commerce, and AI. For more information, please visit chaos.com.

Workplace Experience Partner/ Receptionist

***This position is based in Bulgaria. Applicants must have a work/residence permit for the respective location.***

The Workplace Experience Partner is a key member of the P&C team, responsible for providing comprehensive support to the Leadership, People Managers, P&C, and other staff members. This role encompasses a variety of administrative duties, event management, facility oversight, and P&C support to ensure smooth and efficient office operations.

Main Responsibilities:

Office Requests Support:

1. Manage office meetings/lectures/releases, including ordering catering, room setup, audio/visual equipment, and ensure post-event cleanup.

2. Book taxis, restaurants, accommodation (rarely) and buy gifts by leadership request. (credit card needed)

3. Does office tours for employees or visitors. Prepare onboarding bags as well distribute other employee merchandise if needed (sports t-shirts, recognition awards, etc)

4. Organization and ordering of breakfast/ Lunch in the office and keeping inventory for the food corner.

5. Supporting role with other company events like CFOS, Christmas Party. 

6. Single point of contact at Sofia location for all the above requests from the other locations. 

Administrative support:

1. Timely and accurate handling of sick leave & absence documents. (cross-check that all needed documentation is sent to P&C before the payroll cutoff date)

2. Coordinating incoming corporate discount proposals, inclusive of maintaining and popularizing the list on the corporate intranet and chat groups.

3. Monitors utilization of office perks and provides suggestions for adjustments - massages, food corner, breakfast etc.

4.  Multisport card notify employees & distribution 

5. Communicates and provides information to the Occupational Medicine service company, maintaining the books. (all new employees to have signed the book and declaration, medical health certificate sent to OHS upon onboarding)

6. Provide the paper claims of the employees to the Additional Health Insurance company 

7. Coordinates visits of the parcel service companies; receives and sends documents and items

8. Provides various periodical and ad-hoc reports - parking occupancy, monthly office visits,  etc. 

9. Maintains various databases; orders necessary stationary, equipment, medicine and hygiene supplies

10. Printing and programming of the company badges and access control

11. Supports employees by filling out or processing required documents

12. Postal services 

1. Excellent Communication and Interpersonal Skills:

   • Clear verbal and written communication.

   • Friendly and approachable demeanor for effective interaction with staff and visitors.

2. Strong Organizational and Time Management Abilities:

   • Exceptional ability to prioritize and manage multiple tasks efficiently.

   • Keen attention to detail and thoroughness in administrative tasks.

3. Adaptability and Problem-Solving Skills:

   • Flexibility to handle changing priorities and unexpected tasks.

   • Proactive in identifying issues and finding efficient solutions.

4. Customer Service Orientation:

   • Commitment to providing a positive and helpful experience for all office visitors.

   • Strong support and assistance for employees, guests, and management.

5. Confidentiality and Trustworthiness:

   • Discretion in handling sensitive information.

   • Trustworthiness in managing personal and company data securely.

6. Proficiency in Office Software:

   • Good knowledge of GSuite (Slides, Docs, Sheets).

7. Event Management Tools:

   • Experience with tools and platforms used for organizing and managing events, including room booking systems and audio/visual equipment setup.

8. Invoice Processing:

   • Ability to assist with processing purchase orders and invoices.

   • Understanding of basic financial documentation and record-keeping.

9. Database Management:

   • Ability to maintain and update various databases related to office administration, P&C, and facility management.

Why Chaos?

• Working for a globally recognized company for its cutting-edge products and honored with Academy Award for its contribution to motion pictures
• Working alongside talented people in an environment which fosters learning and knowledge-sharing
• Supplemental health insurance
• Flexible working hours and additional days off
• Competitive remuneration package
• Technical trainings and certifications
• Play and relax area in the office
• Special Discounts

We welcome people who value teamwork, stick to their agreements and are curious to explore new ways for achieving mastery.
If you think your profile is a good match for this role at Chaos, send us your resume and projects you have worked on.
Please make sure you get familiar with our Privacy Notice before you apply for the job.

Only short-listed candidates will be contacted.

Confidentiality of all applications is assured.