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Office Assistant



• Coordination and support of Office Managers from other locations;
• 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;
• 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 (Bucharest and other cities as well);
• 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;
• 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;
  • 2+ years of experience in office managemet;
  • English – Upper Intermediate;
  • Attention to details;
  • Highly organized person;
  • Organizing & prioritizing skills;
  • Good command Microsoft Excel;
  • Highly reliable and able to deal with confidential information in secure manner.

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