<p><strong>Administrative Assistant</strong></p>

<p>The Office Assistant will provide administrative support for everything necessary to keep our office of 260+ employees up and running. This includes travel arrangements for the colleagues within Steelcase, procuring office supplies and managing general facility maintenance, being the liaison between business and office building. Act as a communication facilitator between employees and management team and promote the open attitude the management team has already set.</p>

<p>We are looking for someone who takes pride in our office space that also serves as a showroom for our customers, enjoys handling a multitude of tasks and requests in procurement, travel and administration to ensure a well-run business and frequent communication with suppliers, managers and employees in an international environment.</p>

<p><strong>Responsibilities:</strong><br />
<br />
<em>Travel arrangements &amp; expenses</em><br />
- Manage communication with the travel agency for all travel related requests<br />
- Process the internal travel requests forms and guide employees for best choices<br />
- Make hotel reservations and payments when needed<br />
- Guide employees through the process of obtaining a US Visa.<br />
- Create travel expense report using Steelcase smart on-line solutions&nbsp;(Concur)<br />
- Organize Concur, CWT travel booking online tool training to help employees learn to use the system correctly<br />
- Calculate daily allowances and ensure payment is done on time before travel<br />
- Manage all documents flow needed for travel.</p>

<p><em>Facility management&nbsp;</em><br />
- Search for new suppliers when needed and make a top 3 selection&nbsp;<br />
- Work with on-line solutions to help selecting new suppliers and release orders&nbsp;<br />
- For new suppliers, filling in supplier form: requesting vendor account for them from AR; sending request to procurement to put the new supplier in shop&nbsp;<br />
- Create &ldquo;Purchase order number&rdquo; (PO) in SHOP for established goods and vendors<br />
- Communicate PO to supplier&nbsp;<br />
- Work with on-line solutions to help selecting new suppliers and release orders&nbsp;<br />
- Daily walks through the office to ensure a great environment for our colleagues and visitors&nbsp;<br />
- Keep a close connection with the building maintenance team for any issue&nbsp;<br />
- Organize maintenance services when needed&nbsp;<br />
- Use Service Now platform to register and resolve facility related incidents<br />
- Create reports in Service Now<br />
- Handle any other office administration related tasks</p>

<p><em>Visitor experience</em><br />
- Provide an excellent customer experience both to visitors and Steelcase colleagues<br />
- Engage with visitors, enabling them to explore and enjoy Steelcase culture in BC Cluj<br />
- Offer support for hotel reservation and transportation arrangements for visitors<br />
- Manage the access cards for visitors<br />
- Help setting up meeting rooms and work caf&eacute; for events&nbsp;<br />
- Maintain a positive attitude, listen to others and be sensitive to what happens around you.<br />
<br />
<em>Office supplies&nbsp;</em><br />
- Manage office supplies system and ensure stocks are full&nbsp;<br />
- Validate the needs for supplies and manage alternative options and orders&nbsp;<br />
- Work with on-line solutions to help selecting new suppliers and release orders&nbsp;<br />
<br />
<em>&nbsp;Reception&nbsp;</em><br />
- Receive incoming couriers, sign for reception and inform receiver to pick up the mail&nbsp;<br />
- Welcome guests and candidates&nbsp;<br />
<br />
<em>Company documents&nbsp;</em><br />
- Prepare, manage and archive all company related documents (legal, contracts, certificates, notifications etc.)&nbsp;<br />
- Keep evidence of all company&rsquo;s documents using an internal tool&nbsp;<br />
<br />
<em>Document registration&nbsp;</em><br />
- Number and scan incoming documents as required by Romanian law, file documents once per week&nbsp;<br />
<br />
<em>Correspondence&nbsp;</em><br />
- Handle all incoming and outgoing post mail for BC Cluj&nbsp;<br />
- Going to the post office for confirmation of deliveries - once per week<br />
<br />
<strong>Requirements:</strong><br />
<br />
&bull;&nbsp;&nbsp;Business/Management/ Economics graduate preferred&nbsp;<br />
&bull;&nbsp;&nbsp;2-3 years of working experience (administrative, office assistant, front-office or similar)&nbsp;<br />
&bull;&nbsp;&nbsp;Fluency in English&nbsp;<br />
&bull;&nbsp;&nbsp;Familiarity with work processes in a medium to large organization would be a plus, through initial work experience&nbsp;<br />
&bull;&nbsp;&nbsp;Process oriented, organized, disciplined and structured&nbsp;<br />
&bull;&nbsp;&nbsp;Strong communication skills and flexibility&nbsp;<br />
&bull;&nbsp; Successful teamwork experience and a reliable team player&nbsp;<br />
&bull;&nbsp;&nbsp;Analytical and process oriented person&nbsp;<br />
&bull;&nbsp;&nbsp;Good working knowledge with Microsoft Office tools</p>

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