Office and Business Operations Manager
Company: GSE Security
Company: GSE Security
Location: Tirana, Albania (On-site)
Employment Type: Full-Time
Reports to: Executive Management
About GSE Security
GSE Security is a leading provider of integrated security services, with an established presence in Albania and expanding operations across international markets.
We deliver guarding, electronic security, executive protection, risk management and specialised security solutions to corporate, governmental and private clients.
As part of our continued growth, we are seeking a highly organised and commercially aware Office and Business Operations Manager to coordinate the company’s daily office administration and core business-support activities.
Position Summary
The Office and Business Operations Manager will be the central coordination point for office administration, client quotations, supplier management, materials, administrative financial documentation and client communication.
The role requires strong ownership, accuracy and the ability to coordinate multiple priorities across Executive Management, Operations, Commercial activities, Finance and external partners.
This is a hands-on business operations role, not a purely clerical or reception-based position.
This is a full-time, on-site position in Tirana. Candidates must have the legal right to work in Albania.
Key ResponsibilitiesOffice and Business Administration
- Manage the professional and efficient day-to-day functioning of the office.
- Organise business correspondence, contracts, offers, invoices, supplier records and other administrative documentation.
- Coordinate internal requests, meetings, deadlines and pending actions across departments.
- Ensure that company records are complete, properly approved, securely filed and easily retrievable.
Client Offers and Commercial Support
- Prepare professional client quotations and commercial documents using approved pricing, service scopes and company templates.
- Coordinate with Operations and relevant departments to obtain accurate cost, staffing, equipment and service information.
- Maintain a register of quotations, including their value, submission date, status and required follow-up.
- Support the preparation of proposals, tender documentation and other client-facing materials.
Client Communication
- Serve as a professional first point of contact for clients by telephone and email.
- Receive, understand and accurately record client requests, service enquiries and administrative issues.
- Direct each request to the appropriate department and monitor it through to resolution.
- Escalate urgent, sensitive or unresolved matters to the appropriate manager.
Financial and Administrative Coordination
- Organise invoices, expenses, payment records and supporting documentation.
- Coordinate the information required by the company’s finance and accounting providers.
- Support invoicing by ensuring that service details, contracts, approvals and client information are complete.
- Prepare basic cost summaries and administrative reports for management.
A background or previous experience in finance, accounting or financial administration will be considered a strong advantage.
Procurement, Suppliers and Materials
- Request and compare supplier quotations based on cost, quality, specifications and delivery terms.
- Coordinate approved purchases and monitor orders and deliveries through to completion.
- Maintain accurate supplier records, price lists and purchasing documentation.
- Monitor office supplies, uniforms, operational materials and equipment.
- Maintain records of materials received, stored, issued, returned or replaced.
- Support periodic stock counts and identify discrepancies or replenishment requirements.
Reporting and Process Improvement
- Provide management with concise updates on quotations, supplier orders, materials, documentation and unresolved matters.
- Maintain clear trackers for deadlines, responsibilities and open actions.
- Identify administrative inefficiencies and recommend practical improvements.
- Support the development of templates, registers, checklists and standard procedures.
Core Qualifications
- Bachelor’s degree in Business Administration, Management, Economics or another relevant field.
- Previous experience in office administration, business operations or a comparable coordination role.
- Experience in finance, accounting or financial administration is preferred.
- Experience preparing quotations or commercial documentation is highly desirable.
- Experience coordinating suppliers, purchases or inventory is an advantage.
- Strong organisational skills and attention to detail.
- Very good knowledge of Microsoft Office, particularly Excel, Word and Outlook.
- Professional proficiency in Albanian and a good working knowledge of English.
- Strong telephone manner and confidence communicating with clients and suppliers.
- Ability to work independently, manage competing priorities and follow matters through to completion.
- High standards of integrity, discretion and confidentiality.
Preferred Asset: Experience in a service-based company, security company, facilities-management business or another organisation with active field operations and recurring client contracts.
What We Offer
- Competitive salary based on experience and capability.
- A central role with direct exposure to Executive Management and several areas of the business.
- Opportunity for professional development and increased responsibility.
- A structured, professional and performance-oriented working environment.
- The opportunity to contribute directly to the continued growth of GSE Security.
