Department Assistant

2 weeks ago

Bucharest Metropolitan Area, Romania Forvis Mazars in Romania Full time 12,000 - 24,000 per year

We are looking for a
Department Assistant
to join our
Tax team
in Bucharest.

This role provides essential
administrative and operational support
to the department's leadership, ensuring smooth daily operations, efficient communication, accurate billing processes, and compliance with internal procedures. It is ideal for someone who is organized, detail-oriented, discreet, and thrives in a dynamic professional environment.

What will you do:

Administrative & Operational Support

  • Provide daily administrative assistance to Partners and Directors in the Tax Department.
  • Manage calendars, appointments, meetings, and travel arrangements.
  • Prepare, format, and edit reports, presentations, and correspondence as requested by management.
  • Handle internal and external communication with professionalism and confidentiality.
  • Coordinate internal meetings, client visits, and department events.

Billing & Financial Administration

  • Collect and centralize employees' timesheets and calculate billable hours for each client.
  • Prepare, issue, and send client invoices according to contracts and activity reports.
  • Monitor invoice payments, track outstanding balances, and report periodically to the Partner.
  • Maintain accurate records and archives of all billing documents.
  • Collaborate with the finance team to reconcile data and support monthly reporting.

Client Acceptance & Compliance Support

  • Coordinate client acceptance and continuance procedures for new and existing clients, in line with internal policies and group regulations.
  • Collect and verify documentation for due diligence (beneficial ownership, company structure, registration certificates, etc.).
  • Update and maintain client data in internal verification platforms (e.g., WeCheck, Compliance Catalyst).
  • Monitor and ensure compliance with AML (Anti-Money Laundering) and KYC (Know Your Customer) procedures.
  • Liaise with Partners, Directors, and the Risk/Compliance department for client approvals and status updates.
  • Track renewal deadlines for continuance reviews and notify relevant teams accordingly.
  • Ensure secure storage of all data and documents in line with GDPR and internal policies.

Candidate profile:

Education & Experience

  • Bachelor's degree in Business Administration, Economics, Communication or related field;
  • Minimum 2 years of experience in an administrative, management support role;
  • Experience in a consulting, audit, professional services or corporate environment is a plus.

Skills & Competencies

  • Excellent written and verbal communication skills in
    Romanian and English
    .
  • Strong organizational skills and attention to detail.
  • Proficiency in
    MS Office (Word, Excel, PowerPoint, Outlook)
    .
  • Ability to handle confidential information with discretion.
  • Proactive, adaptable, and capable of multitasking under tight deadlines.

What we offer

  • A competitive financial package, including but not limited to budget for a flexible benefit platform, health insurance, yearly performance bonuses and, based on your tenure within Forvis Mazars, private pension fund;
  • An environment where personal development is encouraged;
  • A people focused organizational culture of continuous learning and coaching.

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