Branch Assistant

South Stream Transport B.V.; Fatih; On-site; TRY 134,000 - 201,000; Full time

Job summary

South Stream Transport B.V. is seeking a Branch Assistant to provide hands-on administrative support for the Turkiye branch. The role reports to the Head of Branch Turkiye and involves calendar management, travel bookings, document handling, and coordination across departments in a multicultural environment.

The successful candidate will operate in English and Turkish, assist with translations EN-TR, and support HR, procurement, and office operations. Prior international experience is a plus.

Qualifications

• 1–5 years of relevant experience as an assistant.
• Proficiency with MS Office and basic IT tools.
• Fluent in English and Turkish, written and verbal; Russian a plus.
• Ability to translate EN-TR, and assist with multilingual documents.
• Ability to represent the Branch office professionally in a multicultural environment.

Responsibilities

• Provide direct support to the Head of branch for daily administration and calendar management.
• Coordinate travel schedules, bookings, and related documents; manage meetings and catering.
• Handle phone, email, filing, and meeting minutes; maintain logs and mailings.
• Administer DMS; ensure documents are translated and available in required languages.
• Archive documents; support HR onboarding and benefits administration as needed.
• Support travel budgets, procurement, invoices, and cost tracking.
• Maintain branch office inventory and vendor relations; assist events.
• Assist in organizing company and branch events in coordination with Communications.

Skills

MS Office

English Turkish fluency

Team player

Cross-cultural experience

EN-TR translations

Education

Associate Degree or BA in business administration, management, communications, marketing or other social science

Tools

Document Management System (DMS)

BTMS

MS Office

Job description

We are looking for a service-oriented and hands-on Branch Assistant to provide various types of administrative support in Turkiye branch by coordinating activities across departments. Responsibilities of the Branch Assistant include providing support to our management and employees, assisting in daily office needs and managing our company’s general administrative activities. In this role, you will be reporting to the Head of Branch Turkiye.

Company information

South Stream Transport B.V. is responsible for a safe, reliable and uninterrupted operation of the TurkStream Pipeline system.

The TurkStream Offshore Pipeline starts in Anapa, Russia, running over 900 kilometers through the Black Sea to the Turkish coast. The pipeline will help secure energy supplies to Turkiye and South-Eastern Europe in a reliable and sustainable way. We have used state-of-the art technology, materials and equipment, to safeguard the pipeline’s safe operation for many decades to come.

Function

• Provide direct support to the Head of branch for all needs including daily administration, calendar management, travel schedules, appointments and processing of documents and filing;
• Perform general administrative tasks of the branch, including answering and directing phone calls, email correspondence, scanning & filing, keeping meeting minutes, managing mailings and cargo deliveries;
• Ensure timely booking of meeting rooms, arrange necessary equipment and catering, assist during office and business meetings;
• Organize weekly catering plan as necessary;
• Assist in organizing company and branch events in coordination with Communications department;
• Act as the first point of contact for guests, employees, candidates, and vendors;
• Provide general administrative and clerical support for the entire branch such as preparation of memos, letters and documents (both English and Turkish);
• Use Document Management System (DMS) - (Registration, loading and distribution of a correspondence documents);
• Be focal contact of the translation request for the documents to be uploaded in DMS and ensure all documents are available in all required languages;
• Archive hard copy documents in coordination with relevant departments;
• Support preparation and approval of company documents to ensure the compliance with the company templates & formats;
• Maintain contracts database and ensure provision of the copies to Head Office in coordination with related contract owner;
• Daily fill and edit the excel files of the Istanbul branch:
• Transfers log
• Meetings log
• Visitors log
• Travel agency log and other logs as required
• File business cards ;
• Provide support and assistance to employees in business travel management system usage (BTMS);
• Prepare business trip budget forecast and track;
• Be the first point of contact for the travel and accommodation providers;
• Handle and book travel arrangements including taxi, transfers, hotel, visa and flights;
• Prepare business travel plan of the branch, prepare cost estimation, closely monitor the travel expenses and report to the Head of branch and the Head office;
• Ensure timely notification of the visitor logs to relevant parties to secure access to site;
• Register the incoming invoices and ensure delivery to the accounting team;
• Control the progress certificate reports of the travel services provider on a monthly basis;
• Manage the approval process of the training and organize training arrangements based on the requirement of the related departments, in coordination with relevant departments and HR;
• Follow up driver training and keep records of participated training;
• Support implementation of company procedures (as needed);
• Monitor and manage inventory of office supplies (including food and beverages) and timely inform Office & Facilities Specialist for procurement;
• Support HR during on boarding, off-boarding employees;
• Support HR and Office & Facilities Specialist in social benefits management and delivery hand over of benefits to employees;
• Provide back-up cover for administrative tasks of the DMS Specialist and Office & Facilities Specialist as required;
• Perform other related duties as assigned.

Requirements

• Associate Degree or BA in business administration, management, communications, marketing or other social science;
• 1-5 years of relevant working experience as an assistant;
• Experience as a team assistant in international companies would be an asset;
• Ability to professionally represent the Branch office;
• Proficiency in general IT and relevant software applications: MS Office (Word, Excel, PowerPoint, Outlook);
• Fluency in English and Turkish is a must (both in writing and verbal, Russian is a plus);
• Ability to perform short EN-TR/TR-EN translations;
• Ability to develop and maintain good relationship at all levels, be a strong team player;
• Confident and able to work on own initiative;
• Flexibility in working hours;
• Effectively and respectfully communicate with internal and external stakeholders;
• Offer solutions and alternatives in time sensitive and high pressure situations;
• Experienced within multicultural environments.

Information contact

If you have any remaining questions regarding this vacancy, please do not hesitate to contact Esin Kurkcu on [e-mail].

Please be informed that we do not appreciate acquisition calls/emails from third party recruitment agencies.