Office Administrator Administrative Assistant

Job Description

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 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

Worker Type

Job Type

At AtkinsRéalis we seek to hire individuals with diverse characteristics backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender ethnic or national origin sexual identity and orientation age religion or disability but enriches itself through these differences.