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Office Experience Manager

Timisoara, Romania

YOUR ROLE

As Office Experience Manager you’ll be based in our Timisoara office and you are part of our Office Experience team. You’ll be 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.

YOUR RESPONSIBILITIES

Facility Management

  • Responsible for local suppliers (placing orders for weekly grocery, stationary etc.) and sourcing for new suppliers of goods and services
  • Responsible for making sure our office environment is a nice place to work:
    • Coordination of cleaning services & facility maintenance
    • Stock management both for office as ICT materials
    • Execution of initiatives to improve the office experience
    • Coordination of our planned move to a new building
    • Preparation of new work places for new employees joining our team in Timisoara
    • Access managing and office security management
  • Budget management with regards to our Timisoara office
    • Make sure cost remain within forecasted budgets
    • Set up & execute initiatives to optimize budgets


Office Management

  • Responsible for the organization of local and international meetings
    • Ensure all meeting room facilities are functional
    • Organize local and international meetings
  • Travel management for people travelling from and to Timisoara


Financial administration

  • Registration of all invoices related to our office and follow up on payment; follow up on discrepancies on invoices
  • Financial administration related to asset management
  • Preparation of monthly documents for our external accounting partner
  • Main contact for local authorities’ requests (National bank reports, National institute of statistics reports etc.)


YOUR PROFILE


Your expertise

  • Bachelor degree: Administration, HR, Languages, Communication Sciences or a similar study
  • A first 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


Your key competences

  • 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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