About You

Knowledge and experience

• Advanced English skills – speaking/ talking/ reading
• Preferably 1 year experience with administrative and clerical procedures within the company or before.
• Excel skills – advanced

Soft skills

• Very good communication skills
• Very good organizer and attentive to details
• Excellent customer support skills
• Optimist, positive presence
• Willing to learn, dynamic
• High sense of responsibility, punctuality, accuracy and attention to details
• The ability to accurately fulfil the direct management orders and work tasks
• Tact and discretion, for dealing with confidential information
• Multitasking- flexible and adaptable approach to work, the ability to work with fast-paced, ever-changing environment
• The ability to work independently and in a team

About the Role

• Greet clients and visitors with a positive, helpful attitude
• Responsible with the Visitor cards and with updating the Visitor Register
• Offers access to new employees
• Assist the Office Admin and Operations department and other departments with office tasks
• Be in touch with all our services providers
• Co-ordinate and maintain administrative records such as staff parking, parking for guests and subcontractors etc.
• Assisting with a variety of administrative tasks including copying, faxing, taking notes
• Performing and planning budget for Office dept.
• Assist with SSM tasks
• Able to suggest improvements for a better work environment
• Searching for new providers and choosing the most suitable for company needs
• Responsible for in-coming and out-going packages and correspondence, including dealing with customs agents for packages sent/received to/from Romania
• Manages the access control system: Responsible with the fingerprint system by registering new employees and deactivating employees who are no longer part of the company; issuing time attendance reports; configurating access if necessary, and others
• In charge with all travel arrangements (flight tickets, hotels, car rentals, transportation to/from airport) for all employees of Ezugi 
• Keeping track of monthly travel costs
• Coordinating with all suppliers – building administration, consumables, water, cleaning, coffee and snack vending machines, stationery, night transportation, dry cleaning, security services etc. and archiving the agreements from all suppliers providing services to the company
• Manage contract and price negotiations with office vendors, service providers and office lease
• Weekly inventory of the supplies and stationery, keeping track of consumables stock and ordering necessary supplies/ items for office, including furniture
• In charge with weekly orders for staff (fruits, sweets, etc) by placing the orders and also receiving and distributing them
• Overseeing daily responsibilities of the technical personnel, allocating tasks and assignments and monitoring their performance
• Providing general support to visitors
• Handling staff inquiries and complaints regarding office space, night transportation, uniforms, etc.
• Check and ensure that coffee, vending machines and other office equipment are in working condition, arrange technical maintenance if required
• Responsible for monitoring petty cash, register amounts, be actively engaged in the verification process of funds, and ensure verification procedures are always being met
• Ordering all necessary items for office (IT, studio and office orders)
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, parking cards etc.)
• Creates, support and enforce company systems, policies, procedures and productivity standards.
• Planning and organizing annual parties (summer and winter), team buildings and monthly meetings with staff
• Responsible with client visit, meeting arrangements, transportation for clients as well as arranging protocol dinners
• Ensure support for the meetings: inform the persons involved, check the room temperature in the conference room, provide water, coffee e.t.c., recover the unused items (water bottles, stationery e.t.c.), require cleaning services after each conference
• Decorating the premises for special occasions (Valentine’s Day, Easter, Halloween, Christmas)