Workplace Experience Partner/ Receptionist (part-time) (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