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

Responsibilities:

• Monitor and manage activities and resources to ensure adherence to budget and quality standards.
• Report any potential malfunctions of equipment (HVAC, electrical, plumbing, etc.), furniture, access doors, walls, ceilings, flooring, carpets, electronics, and other infrastructure.
• Upload documents in relevant Internal Systems for approval, track them through the signing process, and send the originals to the supplier and the Cluj Legal department.
• Consolidate and monitor invoices for payment across locations (Bucharest and other cities).
• Use Oracle to create purchase requisitions (PRs) for services, fit-out projects, furniture, and high-value invoices.
• Order cleaning supplies, office stationery, kitchen essentials, protocol items, and business cards.
• Track and update stock levels and manage new orders as needed.
• Develop, maintain and archive necessary templates (e.g., Correspondence Register, Invoice Centralization, Stock, Technical Logs).
• Support the accounting and legal departments by providing necessary documents (e.g., annexes, estimates).
• Register new vendors in Oracle and in relevant Internal systems.
• Collect and centralize badge photos and order personalized badges for new employees.
• Activate new joiners' cards, prepare Welcome Packs, and handle related documentation.
• Register incoming mail (envelopes, packages) and notify colleagues of its arrival.
• Arrange client and internal meeting protocol, including room setup.
• Regularly inspect meeting rooms and ensure refrigerators are stocked.
• Make restaurant reservations and arrange food orders.
• Coordinate transfers for colleagues and clients as needed.
• Assist colleagues with different cards and documents.
• Communicate necessary information to the reception, dispatching team, and landlord.
• Activate visitor cards and update SharePoint records.
• Provide support to Office Managers in other locations when necessary.

Qualifications

• Bachelor’s degree.
• Over 2 years of experience in office management.
• Upper-intermediate proficiency in English.
• Strong attention to detail.
• Excellent organizational and prioritization skills.
• Proficient in Microsoft Excel.
• Dependable and capable of handling confidential information securely.

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: 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.