Project Coordinator & Administrative Support Specialist (Read full description before applying)

Applications that do not follow the requirements listed in the “How to Apply” section or don’t demonstrate understanding of the role will not be reviewed.

We’re looking for someone who truly understands what this role requires and is genuinely excited about it. 

Who We Are
We are a Sofia based company and care about the city we live in. We have a common vision that we want to share and live in cleaner, healthier, happier and better cities overall, and we know that to live this dream today means we have to combine skills, reason and passion in a bold, new way. We’ve gained expertise and are currently focused on two main areas:

• Mobility аnalytics & ticketing – We pride ourselves in developing Sofia’s public transportation ticketing system, and especially its online components, such as the QR tickets and the debit card payments. Furthermore, on top of that, we have developed its advanced analytics sub-system, which measures the behavioural patterns of public transit passengers, and aims to optimise for a frictionless experience. Our goal is to continuously enhance user experience and encourage people to limit the use of private vehicles, and thus improve urban mobility, traffic and air quality in the cities where your friends and family live.
• Smart waste management – Our know-how in the waste management sector has been disseminated into multiple projects throughout Bulgaria and Spain. We have developed big IoT systems consisting of thousands of sensors attached to trucks and containers. The aim of these systems is to deploy data science methods in order to optimise the circular economy lifecycle and make waste taxation fairer.
  

What we’re looking for:

• 2-4 years experience in project coordination, PMO, or administrative roles – you’ve proven you can be trusted with important details, you understand how projects work from start to finish, and you take ownership of keeping things organized;
• Knowledge of Public Procurement Procedures  – familiar with public sector requirements, procurement procedures, and compliance documentation – or eager to master it quickly;
• Exceptional organizational and administrative skills – you’re the person who keeps everything documented, accessible, and up-to-date because you genuinely care about doing things right, not because someone is checking;
• Detail-oriented mindset – you catch errors before they happen, you notice when timelines are slipping, you see patterns others miss, and you take satisfaction in getting the details right;
• Proactive by nature – you don’t wait to be told; you anticipate what’s needed, you follow up without reminders, you think ahead to prevent problems rather than just reacting to them;
• Strong written and verbal communication – you write clear, professional emails and documentation that others can rely on, and you know how to communicate with both technical teams and non-technical clients;
• Trustworthy and accountable – when you say something will be done, it gets done; when you’re responsible for something, you own it completely;
• Customer support experience – comfortable handling client inquiries via email and phone when needed, responding professionally and ensuring clients feel supported;
• Comfortable with responsibility – you want to be the person who knows where everything stands, who has the answers, and who can be counted on to keep projects moving forward;

That’s it. If you’re someone who genuinely loves keeping complex systems organized, who takes pride in being reliable, and who gets satisfaction from knowing everything is under control, we want to meet you!

What You’ll Learn:

• Public sector project management – deep understanding of how smart city projects work from tender to delivery across multiple municipalities;
• Public Procurements  expertise – master the intricacies of public procurement, documentation requirements, and compliance procedures;
• Multi-stakeholder coordination – navigate complex relationships between teams, clients and government institutions;
• Customer support excellence – develop skills in professional client communication, handling technical and administrative inquiries, and managing support workflows efficiently;
• Smart city domain knowledge – become an expert in urban projects specifics across different cities and contexts;
• End-to-end project lifecycle – from tender preparation through implementation to project closure;
• Professional client relations – develop skills in handling technical and administrative inquiries efficiently

What You’ll be responsible for:

• Project coordination and tracking – you’ll own the project timelines, milestones, and deliverables across multiple smart city projects; you’ll monitor dependencies, spot risks before they become problems, and ensure everyone knows what’s happening and when;
• Documentation management – you’ll be responsible for organizing and maintaining all project documentation – contracts, agreements, compliance documents, technical specifications, delivery reports – ensuring everything is accessible, accurate, and up-to-date at all times;
• Administrative operations – you’ll handle the administrative backbone of our projects – contract tracking, compliance documentation, tender preparations, coordination with finance, and all the detailed work that keeps projects legally compliant and administratively sound;
• Handle client support inquiries – be the first point of contact for client questions via email and phone about project status, timelines, features, technical issues, billing, and contracts – responding professionally and promptly;
• Compliance and tender support – you’ll assist with tender preparations, ensure all procurement documentation is complete and compliant, and help navigate public sector requirements;
• Project visibility and reporting – you’ll create and maintain project status reports and stakeholder communications so everyone – from technical teams to clients to management – knows exactly where things stand;
• Client support when needed – you’ll be the first point of contact for client questions via email and phone about project status, timelines, documentation, technical issues, and contracts – responding professionally and ensuring clients feel supported;
• Communication coordination – you’ll ensure regular updates flow to clients, you’ll respond to questions and concerns promptly, and you’ll maintain professional relationships through consistent, reliable communication;
• Proactive troubleshooting – when clients have questions or issues, you’ll gather information, coordinate with the team, and ensure clear answers and resolutions – you won’t let things linger or fall through the cracks.

What A Typical Day Looks Like:

• Your morning includes responding to client inquiries (typically 5-10 emails/calls), updating project trackers, and reviewing upcoming tender deadlines. There might be a client asking about a timeline update, a support question about dashboard access, or a request for project documentation. You’ll troubleshoot issues – maybe a client can’t access a feature, so you’ll coordinate with the technical team and send a clear explanation back to the client. You’ll catch that a contract renewal deadline is approaching and proactively prepare the documentation before anyone asks;
• Mid-day might involve preparing detailed documentation for a tender submission, updating status reports for clients, coordinating with finance about invoicing;
• Afternoon brings coordination work – you can sync with project leads about next month’s deliverables, organize files for an upcoming project kick-off, handle support requests, and ensure all documentation is current. Before you leave, you’ll make sure nothing urgent is waiting and you’ve set yourself up for success tomorrow;
• Throughout the day, you’re the person who spots the detail others missed, who follows up without being asked, who keeps everything organized and accessible. 

No two days are exactly the same, but every day you’re the reliable backbone keeping projects organized, documentation flawless, and clients supported.

How We’ll Set You Up For Success:

• Comprehensive onboarding – we’ll guide you through our projects, clients, systems, and processes with hands-on training until you feel confident owning your responsibilities;
• Clear frameworks and tools – we’ll introduce you to our tools, documentation standards, support workflows, and communication protocols;
• Templates and guidelines – we’ll provide email templates and escalation procedures so you have everything you need to handle inquiries confidently;
• Public procurements mentorship – if you’re still building public procurement expertise, we’ll provide guidance and review your work until you’ve mastered it;
• Direct client introductions – we’ll introduce you to key stakeholders and help you understand each project’s context and requirements;
• Trust and autonomy – as you prove yourself reliable, you’ll get more responsibility and autonomy to make decisions and own your domain;
• Growth opportunities – as you master the role and demonstrate your reliability, you can take on more complex projects, lead PMO initiatives, or specialize in areas that interest you.

Growth opportunities – as you master the role, you can take on more complex projects, lead specific PMO initiatives, or specialize in areas that interest you.

What We Offer

• Competitive salary with growth opportunities as you become indispensable and take on more strategic responsibilities.
• Additional health insurance and Multisport card to keep you healthy.
• Public transport card – because we believe in sustainable mobility (and we built the ticketing system, so it would be weird if we didn’t).
• A team that values learning, organization, and having fun together – we work hard and we celebrate wins (with cake, obviously).
• An amazing office in Sofia’s city center with a 360-degree panoramic view and a summer terrace for coffee, networking, and yes, more cake.
• A mission that actually matters – your work will help improve city life for thousands of people across multiple cities through smarter mobility and waste management.

What We Believe In
We don’t just track projects – we make sure smart city solutions actually reach the people who need them, and that clients get the support they need along the way. Part of our values:

• Ownership over delegation – when something is yours, you own it completely; you don’t wait to be reminded or checked on;
• Proactive over reactive – you spot issues in timelines or client requests before they become problems; you anticipate needs rather than just responding to them;
• Care over rush – you do it right the first time rather than rushing; accuracy and reliability matter more than appearing busy;
• Detail-oriented over “good enough” – you catch what others miss because you genuinely care about precision and quality;
• Organized over chaotic – systematic approaches to documentation and coordination aren’t optional; they’re how you operate naturally;
• Accountable over defensive – when you make a mistake, you own it and fix it; when you commit to something, you deliver;
• Reliable over flashy – being dependable day after day matters more than occasional heroics;
• Responsive and professional – every client question deserves a timely, accurate, professional answer because your work reflects on the entire company;
• People and sustainability first – these projects serve citizens and the environment; that mission matters and guides our decisions;
• Pragmatic compliance – we respect procedures while staying focused on getting real work done for real cities.

How to Apply?
If this sounds like the kind of responsibility you genuinely want – where your organizational skills, attention to detail, and proactive mindset make a real difference – let’s talk!

Send us:

• Your CV;
• Specific examples of projects you’ve coordinated or administrative work you’ve owned – we want to see what you’ve actually done, not generic descriptions;
• A thoughtful explanation of:
  – why this role specifically appeals to you
  – what about project coordination and documentation work you genuinely enjoy
  – an example of when your proactive approach or attention to detail prevented a problem or improved an outcome
  – why smart city projects matter to you (if they do).

This role is perfect for you if:

• You genuinely enjoy keeping complex projects organized and running smoothly;
• You take pride in being the reliable person others can count on;
• You get satisfaction from catching details others miss and preventing problems before they happen;
• You want real responsibility and the trust that comes with it;
• You’re excited about contributing to smart city solutions that improve urban life;
• You find documentation and administrative work satisfying when done well, not tedious.

We’re looking for someone who will become the organizational backbone of our project operations – someone we can trust completely to keep everything running smoothly while we focus on building better cities.

Is that you? Let’s meet!