Office Assistant

IBID Group is searching for an Office Assistant for our office  that is located in the central Bucharest region.

The role has to cover the reception of the office, will organize the office administration and procedures in order to ensure organizational effectiveness, efficiency and safety.

The Office Assistant will be responsible for maintaining intra-office protocols, administrative procedures and inventory as main responsibilities.

The ideal candidate is an energetic professional who doesn't mind wearing multiple hats, is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently with little or no supervision.

If you are fluent in English, well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people – we look forward to meeting you!

Main Responsibilities:

• Resolve administrative problems;
• Handle sensitive information in a confidential manner;
• Cover the reception desk;
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Order office supplies;
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies;
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques;
• Maintain and update the contact lists;
• Produce and distribute correspondence memos, letters and office related announcements;
• Book travel arrangements, conference calls, rooms, taxis, couriers etc.;
• Greet and assist visitors to the office, provide general support to visitors;
• Research and create presentations;
• Assist in the preparation of regularly scheduled reports;
• Prepare and monitor invoices;
• Submit and reconcile expense reports;
• Organise and schedule meetings and appointments;
• Reply to email, telephone or face to face enquiries;
• Pick up or drop off documents in nearby locations;
• Contribute to team effort by accomplishing related results as needed.

Requirements:

• Proficient command of both written and spoken English is mandatory;
• Excellent written and verbal communication skills;
• Excellent time management skills and ability to multi-task and prioritise work;
• Attention to detail and problem-solving skill;
• Proven admin or assistant experience;
• Strong organizational and planning skills;
• Proficient in MS Office;
• Experience in the field or in a related area is considered a plus;
• High school diploma or equivalent; college degree preferred.

Please answer to the mini interview for your application to be considered. Thank you!