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Bucharest

Office Assistant

Facility
 
 

Responsibilities

The Office Assistant is responsible for organizing and assisting the office daily activities:{}

  • Coordination and support of Office Managers (BHD, PTD, BVD);
  • Planning team activities and monitoring progress according to proposed objectives;
  • Monitoring and control of activities and resources, to ensure compliance with the budget and quality indicators;
  • Maintaining the relationship with the suppliers from each location (BHD, PTD, BVD);
  • Notifies possible malfunctions of equipment (HVAC, electrical, sanitary, etc.), furniture, access doors, walls, ceilings, floor, carpet, electronics, etc .;
  • Scheduling preventive maintenance interventions, repairs or maintenance actions of the office space (disinfection, rodent control, carpet washing, etc.);
  • Uploading the documents in BWS for approval and following them until signing / sending in original to the supplier and the Cluj Legal department;
  • Centralization and tracking of invoices for payment on each location (BHD, PTD, BVD);
  • Inventory of goods, execution, allocation and labeling assets at each acquisition;
  • Using Oracle to raise PRs for services / fit-out works / furniture or other high value invoices for BHD, PTD, BVD locations;
  • Tracking and updating stock file on each location and establishing new orders;
  • Renewal of contracts with suppliers, request for offers, creation of annexes to the contract, additional documents and other documents necessary for the procurement process;
  • Prioritizing tasks, sharing workload equally to office managers and monitoring progress through the Trello application to ensure compliance as required;
  • Proper archiving of documents;
  • Centralization of utility consumption on each location;
  • Creating and distributing official information on the Facility side to colleagues in each location -
  • Creating the necessary templates and keeping them updated (ex: Correspondence Register, Centralization of invoices, Stock, Technical situations);
  • Offering support to the accounting and legal departments with documents (annexes, estimates, etc.);
  • System registration of new vendors in Oracle and BWS.
  • Centralization of badge pictures and their order for new joiners (nominal badges)
  • Activation of New Joiners cards + Minutes + preparation of Welcome Packs
  • Registration of correspondence (envelopes, packages) and informing colleagues of receiving;
  • Endava Library support;
  • Client / internal protocol + room arrangement;
  • Verification of meeting rooms + supply of refrigerators;
  • Periodic orders of cleaning supplies, stationery, kitchen supplies, protocol, business cards
  • Restaurant reservations / food order support;
  • Organizing transfers for colleagues / clients;
  • Support for colleagues regarding Mol, Crewshop, Sodexo cards;
  • Transmission of information to reception / dispatching team / landlord;
  • Activation of new Visitors cards and sharepoint update;

 

 

Qualifications and Experience

  • Bachelor’s degree;
  • 3-4 years of experience in office managemet;
  • English – Upper Intermediate;
  • Attention to details;
  • Highly organized person;
  • Organizing & prioritizing skills;
  • Highly reliable and able to deal with confidential information in secure manner.

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