Office Experience Assistant

Timisoara, Romania

As Office Experience Assistant you are at the heart of our organization and contribute to the happiness of both the InSites team and visitors. You are the single point of contact for all day-to-day operations in the Timisoara office and you act as the local helping hand for our international Finance, IT & Operations and Marketing team.


  • Main point of contact for general office administration; responsible for local suppliers (cleaning services, facility maintenance, office security, communication with the landlord etc.) and sourcing for new suppliers of goods and services
  • Placing orders for weekly grocery, stationery and all goods necessary for employees to have a nice place to work, while keeping an eye on the budget
  • Registration of all invoices and follow up on payment; follow up on discrepancies on invoices
  • Preparation of monthly documents for external accounting partner
  • Handling the incentives for the research projects’ participants
  • Main contact for local authorities’ requests (National bank reports, National institute of statistics reports etc.)
  • Follow-up on ICT material stock
  • Organizing the local transport for visitors and employees who travel


General requirements 

  • Bachelor degree: Administration, HR, Languages, Communication Sciences or a similar study
  • Experience in a similar administrative role, preferable in an international context would be a plus
  • Proficient in English, both spoken and written
  • Good skills in Outlook, Excel and other MS Office programs

Necessary skills

  • Eager to provide a top-notch service, both to internal and external clients, with a smile
  • Able to multitask & prioritize
  • Discrete and able to handle confidential information
  • Good administrative skills, having an eye for detail
  • Able to work independently, taking initiative
  • Stress resistant
  • Team player
  • Sociable, spontaneous & last but not least fun to work with ;-)!
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