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Office Assistant



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

  • Offering support for starters & leavers (prepare documents, (de)activate office cards, arrange welcome packages, tours of the office);
  • Registering & shipping correspondence (envelopes / packages). Keeping in touch with the courier company for international shipments in order to prepare the documents requested at customs;
  • Organizing local transfers for visitors and colleagues;
  • Taking responsibility for the weekly inventory of stationery and protocol products and placing orders to supplement the stock;
  • Ensuring proper resources & protocol for events, meeting rooms & office common spaces, while complying with budget and quality requirements;
  • Raising PRs for invoices, receipt of goods / services (by PO number);
  • Registering invoices in the Facility records, and sending them for payment;
  • Keeping in touch with the suppliers for the location (renewal of supplier contracts, offer requests, order creation, additional documents necessary for the procurement process);
  • Sharing official information on Facility topics;
  • Scheduling preventive maintenance interventions, repairs, or maintenance actions for the office space & office equipment;
  • Properly archiving documents;
  • Collaborating with the accounting and legal departments for supporting documents (annexes, estimates, etc).


Qualifications and Experience

  • Bachelor’s degree;
  • 2-3 years of experience in office management;
  • Knowledge of Excel;
  • Attention to detail;
  • Highly organized person;
  • Highly reliable and able to deal with confidential information in a secure manner;
  • English – Upper Intermediate.

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