Facilities Assistant and Office Coordinator

The Facilities Assistant and Office Coordinator position is accountable for maintaining operational excellence at our Bucharest office (full on-site), ensuring a professional and efficient environment for both employees and visitors. Key responsibilities include overseeing day-to-day office operations, managing vendor relationships (including landlords and maintenance providers), and ensuring compliance with health and safety regulations, as well as supporting business continuity initiatives.

You will:

• Ensure sustainable use of the office space by creating functional and welcoming workplace.
• Organize staff entertainment events (e.g. office lunch) to increase team's social engagement.
• Provide support of facility renovation/improvement/relocation projects if required.
• Review expenditure against budget, analyse and report upon material budget variances. Identify and take action to redress material budget variances.
• Provide reporting and information for budget planning for facilities-related costs, receiving and managing all the incoming invoices using internal finance/invoice systems.
• Analyse and propose improvements to existing processes including but not limited to booking couriers, security, H&S.
• Ensure full compliance with local legislation for matters related to compliance with office health & safety.
• Collaborate with the IT Manager, maintain asset register for IT equipment, keep track of all changes.
• Support handling of IT equipment for new hires and leavers (laptops, small IT peripherals).
• Ensure timely delivery of invoices, purchase orders, supplier compliance reconciliation and process and track expense reports for office purchasing card.
• Support new hires and leavers with setting up workstation, desks assignment, desk booking intro, ergonomics assessments (for both remote and office based).

You have:

• 3+ years of directly relevant experience in relevant office based international business.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Power Point).
• Excellent written and verbal communication skills.
• Fluent in English language (verbal & written).
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Knowledge of facilities standards, policies, metrics, and best practices.
• Resourceful self-starter with strong prioritisation skills and consistent attention to details.

 Benefits:

• Exciting work environment that brings people together – located @ Pipera, near subway; please note that starting September 2025, our office will relocate to a new, central location near Victoriei Subway.
• Initial and ongoing trainings to support your development.
• Opportunities for personal and professional growth.
• Food vouchers (Edenred) & Private medical subscription (Medlife).
• Sponsored Gym Membership (7Card).

And much more...!

What's in it for me?

The Facilities Team is growing and changing, and there are many opportunities to get involved and work on various projects. We work together, support each other and thrive as a small team which we are now excited to grow. The right fit will be crucial, not only for us but for you too!

Team by name, team by nature! We are committed to developing every team member and providing an excellent experience for all. Working closely within the Facilities team you will have the opportunity to learn about anything from office management to managing health and safety.

#LI-GS1

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