Administrative Affairs Specialist

Job description

We are seeking a proactive and highly organized Administrative Affairs Specialist to manage our daily office operations in Zonguldak. This role will serve as the backbone of our administrative processes, ensuring seamless travel coordination for our field teams and managing official communications with local institutions. Tasks Manage day-to-day office operations, facility needs, and supplier relationships (stationery, cleaning, etc.) Coordinate comprehensive travel arrangements and hotel bookings for field staff (booking, tracking, and troubleshooting) Track and record the assignment of company assets (laptops, phones, SIM cards, etc.) to employees. Manage the office petty cash fund for minor expenses (kitchen supplies, cargo fees, etc.) and reconcile receipts with accounting. Draft, review, and track official correspondence with government institutions and external partners Maintain organized physical and digital archives for invoices, contracts, and personnel documents Support the accounting department with preliminary expense reporting and invoice collection Conduct external administrative errands (Notary, Bank, Government Offices) when necessary Requirements Location: Must currently reside in Zonguldak, Türkiye (mandatory) Language: Strong English proficiency in written and verbal communication (mandatory for internal reporting) Native-level Turkish with excellent command of grammar and official correspondence style (essential for local operations) Skills: Advanced proficiency in MS Office (Excel, Word, Outlook) Strong negotiation skills for vendor and hotel management Ability to solve problems quickly and stay calm under pressure Personal Attributes: High attention to detail and strong follow-up skills Adaptable and available to handle occasional travel-related emergencies for field staff Trustworthy and capable of handling confidential information Note: Only candidates currently living in Zonguldak, Türkiye with strong English skills will be considered.