Office Experience Manager

We are arazy blend of academic visionaries, passionate marketers and research innovators who are determined to take research forward every day and bringing a sense of 'coolness' to it. We help our clients to let go and delegate real power to consumers, the ultimate key to making better marketing decisions and driving business growth. Today, more than 500 enthusiasts working in eleven offices get their energy from helping world leading brands to excel in marketing and to develop deeper connections with consumers on a global scale. Our recipe for success: a never-ceasing enthusiasm, a lot of hard work, a culture of sharing, and permanent innovation in research methods and marketing thought leadership. And last but not least: positively surprising our clients every day.

YOUR ROLE

As Office Experience Manager you’ll be based in our Timisoara office and you are part of our Office Experience team. You’ll be at the heart of our organization and contribute to the happiness of both the InSites team and visitors. You are the single point of contact for all day-to-day operations in the Timisoara office and you act as the local helping hand for our international Finance, IT & Operations and Marketing team.

YOUR RESPONSIBILITIES

Facility Management

• Responsible for local suppliers (placing orders for weekly grocery, stationary etc.) and sourcing for new suppliers of goods and services
• Responsible for making sure our office environment is a nice place to work:
  • Coordination of cleaning services & facility maintenance
  • Stock management both for office as ICT materials
  • Execution of initiatives to improve the office experience
  • Preparation of new work places for new employees joining our team in Timisoara
  • Access managing and office security management
• Budget management with regards to our Timisoara office
  • Make sure cost remain within forecasted budgets
  • Set up & execute initiatives to optimize budgets

Office Management

• Responsible for the organization of local and international meetings
  • Ensure all meeting room facilities are functional
  • Organize local and international meetings
• Travel management for people travelling from and to Timisoara

Financial administration

• Registration of all invoices related to our office and follow up on payment; follow up on discrepancies on invoices
• Financial administration related to asset management
• Preparation of monthly documents for our external accounting partner
• Main contact for local authorities’ requests (National bank reports, National institute of statistics reports etc.)

YOUR PROFILE

Your expertise

• Bachelor degree: Administration, HR, Languages, Communication Sciences or a similar study
• A first experience in a similar administrative role, preferable in an international context would be a plus
• Proficient in English, both spoken and written
• Good skills in Outlook, Excel and other MS Office programs

Your key competences

• Eager to provide a top-notch service, both to internal and external clients, with a smile
• Able to multitask & prioritize
• Discrete and able to handle confidential information
• Good administrative skills, having an eye for detail
• Able to work independently, taking initiative
• Stress resistant
• Team player
• Sociable, spontaneous & last but not least fun to work with ;-)!

WHAT’S IN IT FOR YOU?

At InSites Consulting, we care about people and offer many opportunities to learn and grow. Join our young & diverse team of amazing people and make your career POP!

Benefits

• Highly competitive compensation package
• Flexible working hours, fit to your schedule
• Occasional remote working possible, thanks to our adapted technologies
• All-in health plan
• Easy access to sports, facilitated and co-paid by the company
• Elaborate induction training & regular online training tracks
• Modern IT & workspace equipment
• A senior coach helps you grow within the company
• Extra vacation days

Other perks

• Very cool modern office space
• Central location, close to the university
• Unlimited (very good!) coffee, tea, soda and sparkling water
• Fresh fruit on Mondays, fresh soup on Wednesdays
• Massage chair to relax your muscles
• Relaxing area with Xbox, ping pong table and foosball table
• Regular themed parties & teambuilding activities
• Happy moments celebrated
• International teambuilding every 1,5 years
• Sharpen your English skills thanks to the international team
• Company closing between Christmas and New Year