Office Assistant

Company Description

Technology is our how. And people are our why. For over two decades, we have been harnessing technology to drive meaningful change.

By combining world-class engineering, industry expertise and a people-centric mindset, we consult and partner with leading brands from various industries to create dynamic platforms and intelligent digital experiences that drive innovation and transform businesses.

From prototype to real-world impact - be part of a global shift by doing work that matters.

Job Description

Responsabilities:

• Monitoring and control of activities and resources, to ensure compliance with the budget and quality indicators;
• Notifies possible malfunctions of equipment (HVAC, electrical, sanitary, etc.), furniture, access doors, walls, ceilings, floor, carpet, electronics, etc .;
• Support of Office Managers from other locations when is necessary;
• Uploading the documents in BWS for approval and following them until signing / sending in original to the supplier and the Cluj Legal department;
• Centralization and tracking of invoices for payment on each location (Bucharest and other cities as well)
• Inventory of goods, execution, allocation and labeling assets at each acquisition in collaboration with Accounting department;
• Using Oracle to raise PRs for services / fit-out works / furniture or other high value invoices;
• Order cleaning consumables, stationery, kitchen consumables, protocol, business cards
• Tracking and updating stock file on location and establishing new orders
• Proper archiving of documents;
• Creating the necessary templates and keeping them updated (ex: Correspondence Register, Centralization of invoices, Stock, Technical situations);
• Offering support to the accounting and legal departments with documents (annexes, estimates, etc.);
• System registration of new vendors in Oracle and BWS.
• Centralization of badge pictures and their order for new joiners (nominal badges);
• Activation of New Joiners cards + Minutes + preparation of Welcome Packs;
• Registration of correspondence (envelopes, packages) and informing colleagues of receiving;
• Client / internal protocol + room arrangement;
• Verification of meeting rooms + supply of refrigerators;
• Periodic orders of cleaning supplies, stationery, kitchen supplies, protocol, business cards;
• Restaurant reservations / food order support;
• Organizing transfers for colleagues / clients;
• Support for colleagues regarding Mol, Crewshop, Sodexo cards;
• Transmission of information to reception / dispatching team / landlord;
• Activation of new Visitors cards and sharepoint update.
• Order cleaning consumables, stationery, kitchen consumables, protocol, business cards

Qualifications

• Bachelor’s degree;
• 2+ years of experience in office managemet;
• English – Upper Intermediate;
• Attention to details;
• Highly organized person;
• Organizing & prioritizing skills;
• Good command Microsoft Excel;
• Highly reliable and able to deal with confidential information in secure manner.

Additional Information

Discover some of the global benefits that empower our people to become the best version of themselves:

• Finance: Competitive salary package, share plan, company performance bonuses, value-based recognition awards, referral bonus;  
• Career Development: Career coaching, global career opportunities, non-linear career paths, internal development programmes for management and technical leadership;
• Learning Opportunities: Complex projects, rotations, internal tech communities, training, certifications, coaching, online learning platforms subscriptions, pass-it-on sessions, workshops, conferences;
• Work-Life Balance: Hybrid work and flexible working hours, employee assistance programme;
• Health: Global internal wellbeing programme, access to wellbeing apps;
• Community: Global internal tech communities, hobby clubs and interest groups, inclusion and diversity programmes, events and celebrations.