Office Administrator, Romania(A140068)

Please upload your resume in English version.

Key Responsibilities:

1. Maintaining Daily Office Operations

2. Oversee the daily functioning of the office to ensure smooth and efficient operations.

3. Monitor office maintenance, cleanliness, and organization, coordinating with vendors for any repairs or facility needs.

4. Serve as the primary point of contact for all office-related issues and queries, ensuring a quick and efficient resolution.

5. Handle scheduling for common office spaces and meeting rooms to ensure optimal usage.

6. Maintain a filing system for office documents, both physical and digital, ensuring ease of access and confidentiality.

7. Managing Office Procurement Tasks

8. Manage and oversee the procurement of office supplies, ensuring that stock levels are regularly reviewed and replenished.

9. Maintain relationships with office supply vendors, negotiating pricing and ensuring timely delivery of items.

10. Track the usage of office supplies and create reports to help control costs and optimize inventory management.

11. Coordinate with internal departments to understand procurement needs and ensure appropriate materials are ordered.

12. Expense Reimbursement Management

13. Maintain a detailed record of all expense reports.

14. Managing Office Letters and Packages

15. Receive, sort, and distribute all incoming mail and packages to the appropriate departments or employees.

16. Ensure the correct handling of sensitive and confidential documents (e.g., legal or financial correspondence).

17. Coordinate outgoing mail, ensuring timely dispatch of documents and packages, including international shipments.

18. Maintain a system for tracking incoming and outgoing mail to ensure no important documents are missed.

19. Organizing Team Building Activities

20. Plan and organize team-building activities or events to foster positive relationships and enhance teamwork among employees.

21. Research and coordinate external vendors, venues, and activities that align with company goals and employee interests.

22. Handle all logistics for team-building events, including booking transportation, venues, catering, and coordinating event timelines.

23. Manage event budgets and ensure activities are within the approved budget, handling payments and receipts.

24. Managing Employee Accommodation Reservations

25. Coordinate employee accommodation and travel arrangements for business trips, relocations, or temporary assignments.

26. Book hotels, flights, and other travel accommodations if any, ensuring that they meet the company's travel policy and budget constraints (normally all employees can book by themselves), only need to handle special requests for accommodations.

27. Provide employees with necessary travel documents, itineraries and booking confirmation etc.

28. Additional Administrative Tasks

29. Assist the CM (Country Manager) or Admin Head with various administrative tasks as needed, including scheduling meetings, preparing reports, or making data compilations.

30. Handle other miscellaneous tasks, such as managing office budgets, coordinating company events, and liaising with external vendors and clients.

31. Perform any other ad-hoc administrative duties as assigned by the CM or Admin Head.

Job Requirements:

1. Proven admin experience with in-depth understanding of high-quality service;
2. Experience of working in a multi-cultural, international, fast-moving changing environment;
3. Finance knowledge or experience is a bonus;
4. Excellent communication skills along with an engaging telephone manner, to maintain a calm courteous and professional manner;
5. Have self-motivational and Can-do attitude;
6. Excellent organisation and coordination skills;
7. Ability to work both on a team and independently to deliver results;
8. Proficient in local languages both written and verbal.