Office Administrator / Administrative Assistant

Overview

This role is an excellent opportunity for a professional who is confident in English and interested in further developing their capabilities in office administration, workplace coordination, and administrative support for health and safety activities.

To succeed in this role, you will need to be proactive, highly organized, and solution-oriented, with the ability to take ownership of a broad range of office administration responsibilities. You will interact with multiple stakeholders, both inside and outside the organization, and you will play an important role in maintaining a safe, efficient, and well-organized working environment for the Bucharest office. In addition, you will support local management and teams with day-to-day administrative activities, office coordination, supplier-related matters, and backup support for health and safety-related administrative tasks.

The Office Administrator / Administrative Assistant plays a key role in supporting the day-to-day operations of the Finance Shared Services Centre and reports directly to the Director of Operations.

Your role

• Act as the main point of contact for facilities service providers and coordinate office-related issues and initiatives to maintain high workplace standards;
• Coordinate relationships with local service suppliers, including courier, transportation, and communications providers, and support purchasing, inventory, and requisitioning of office supplies and equipment;
• Provide backup and administrative support for office health, safety, and workplace compliance activities, in coordination with the designated responsible person;
• Provide administrative support for the organization of health and safety training sessions and safety committee meetings, as needed;
• Provide backup support in the liaison with the external health and safety advisor and relevant regional stakeholders, when required;
• Administer the office seat reservation system and provide guidance and support to employees;
• Provide administrative support to local teams with document handling, incoming and outgoing correspondence, customs import declarations, purchase order requests, expense reports, and similar activities;
• Support local management with administrative initiatives and contribute ideas for improving office administration processes and ways of working;
• Welcome visitors, manage the main office contact line, respond to inquiries, and ensure a professional front-office experience;
• Facilitate seamless visitor experience through professional host support and effective accommodation and location coordination;
• Organize meetings and special events, including scheduling, logistics, venue preparation, attendance coordination, and agenda support;
• Prepare, format, proofread, and distribute business correspondence, presentations, reports, minutes, and other administrative documents as required;
• Take meeting notes, track agreed actions, and follow up with relevant stakeholders to support timely completion of administrative tasks;
• Coordinate meeting room bookings, prepare meeting spaces, and ensure the required materials and equipment are available and functional;
• Manage incoming and outgoing mail, courier deliveries, and office correspondence in a timely and well-organized manner;
• Maintain accurate physical and electronic filing systems, records, and administrative documentation in line with internal requirements;
• Maintain confidentiality when handling sensitive information, management correspondence, personnel-related documents, and internal administrative records;
• Provide calendar, travel, and other administrative logistics support to local management, as needed;
• Support diary management, appointment scheduling, travel arrangements, accommodation bookings, and visitor itineraries for local management and guests;
• Screen and prioritize incoming calls, emails, requests, and office inquiries, ensuring appropriate routing, escalation, and timely responses;
• Monitor office, kitchen, and common area supplies and help ensure the workplace remains tidy, professional, and fully operational;
• Coordinate office-related requests, follow up on action items, and liaise with internal support teams and external vendors as needed;
• Deliver a high standard of service through professional, responsive, and collaborative support;
• Maintain accurate records, up-to-date documentation, and regular or ad hoc reports, as required;
• Perform other duties as assigned.

About you

• Good command of English, both written and spoken
• Good knowledge of the Microsoft Office package and openness to digital tools and solutions
• Previous relevant experience in office administration, administrative support, reception, or office coordination
• Experience coordinating meetings, handling documents, liaising with suppliers, and maintaining records and administrative processes
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic office environment
• Previous exposure to a multicultural business environment is considered an advantage

Capabilities and qualifications

• Solution-oriented, with strong planning, scheduling, organizational, and prioritization skills
• A motivated team player who can build and maintain effective working relationships both internally and externally
• Confident and professional communicator, able to interact effectively with stakeholders at all levels
• Able to work under pressure, meet deadlines, and respond effectively to unexpected situations

Rewards \& benefits

• Direct \& permanent contract
• On-site presence required
• Flexible benefits, at your choice (meal tickets, holiday / cultural vouchers, courses, wellness, etc.)
• Easter \& Christmas bonuses
• Private clinic medical subscription
• Number of vacation days based on seniority in company, additional personal days leave \& free days for statutory holidays overlapping weekend days
• Free French language classes
• Employee Assistance Program (EAP) > free Emotional, Practical \& Physical Support (Counselling, Mindfulness, New parents return to work, Legal \& Financial, Life Coaching, Wellness etc.)
• Internal career opportunities, learning \& development program
• Team activities \& events, online \& offline Fun @Work
• CSR, Sustainability \& Sport activities
• Flexible working schedule – organized in 5 shifts Monday to Friday (weekly rotation): 08:00 – 16:30, 09:00 – 17:30, 09:30 – 18:00, 10:00 – 18:30, 10:30 – 19:00

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