Office Manager

Short company description

Pendl & Piswanger Romania is a top Retained Executive Search consulting company, part of P & P Group and InterSearch Worldwide, present on the Romanian market of human resources services for over 20 years.

Requirements

We are searching for an Office Manager who will oversee the daily administrative operations of our client’s office, providing essential assistance to a core team of in-office staff and facilitating effective communication with broader field teams as needed to ensure smooth organizational workflows.
You’ll handle non-financial reporting, manage office logistics and supplies, maintain digital archives, and provide administrative support to the Finance Manager. Additionally, this role requires proactive management of permit renewals, insurance contracts, and other essential regulatory documentation, ensuring compliance timelines are met.
Beyond office administration, you’ll assist with digital visibility initiatives and social media, aiming to enhance the company’s local presence. Proficiency in English is mandatory, with skills in digital marketing and knowledge of either Spanish or French as a plus.

The successful candidate will be an adaptable and team-oriented individual with a positive, professional attitude, and:
• Proven Administrative and Organizational Skills: Demonstrated experience managing office operations, with a strong ability to organize, prioritize, and execute tasks efficiently in a professional setting. Familiarity with digital archiving and documentation management, with high attention to detail and accuracy.
• Attention to Detail and a Proactive Mindset: Keen attention to detail for accurate reporting, record-keeping, and deadline management, especially regarding compliance and documentation. Proactive and self-motivated, capable of anticipating needs and potential issues before they arise.
• Compliance and Permit Management Experience: Tracking and managing various types of permits, regulatory compliance deadlines, and contract renewals, ideally within a corporate or operational environment, and a proactive approach to notifying relevant parties of upcoming renewals and compliance needs, ensuring no disruptions due to expired permits.
• Digital Marketing Basics and Technology Savvy: Basic knowledge of digital marketing tools and techniques, including experience with platforms like Google Maps, Waze, and social media for business use. Comfort with posting updates on social channels and collaborating with marketing agencies, with the ability to manage visual content creation.
• Strong Communication Skills: Fluent in English (must be able to communicate professionally in both verbal and written forms). Proficiency in additional languages such as Spanish or French is highly desirable. Skilled at liaising between internal office staff and field teams, with an ability to convey information clearly and maintain professional relationships.
• Technological Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience with digital archiving systems. Comfortable learning new software and digital tools that support office management and documentation needs.
• Problem-solving Skills: Resourceful in finding solutions to operational issues that may arise including troubleshooting day-to-day issues within office operations, as well as handling unexpected problems related to facility management, equipment, or supplies.
• Effective Crisis Management and Adaptability: Capable of handling urgent situations calmly and systematically, with an ability to make informed, quick decisions that align with company protocols.
• Continuous Improvement Mindset: Not only resolves immediate issues but also seeks opportunities to refine processes, improve efficiency, and prevent similar issues from occurring in the future. Regularly review operational procedures to identify and implement enhancements, creating a more resilient and efficient office environment.

Responsibilities

• Office Administration and Support: Manage day-to-day office operations, ensuring a smooth and well-organized work environment.
o Oversee office supplies, equipment, and maintenance, coordinating with external vendors as needed to support office functions.
o Act as the primary administrative support to the Finance Manager, assisting with documentation, scheduling, and task tracking.
• Documentation and Contract Management: Maintain a digital archive for company documents, including insurance contracts, warranties, and legal records, ensuring easy access to reports and records, implementing an effective filing and retrieval system.
• Non-Financial Reporting: Prepare and submit non-financial reports based on templates provided by the group, ensuring data accuracy and timely submission.
• Regulatory Compliance and Permit Management: Track and maintain all necessary permits, including construction and operational authorizations, ensuring all renewals or compliance deadlines are met on time.
• General Manager Agenda Management: Coordinate the GM’s schedule, prioritizing and organizing meetings with all materials and agendas prepared in advance. Support GM’s meetings efficiency by taking memos, summaries, and any required documents especially for Board meetings.
• Digital Presence and Marketing Support: Post periodic updates and announcements on social media platforms, supporting the company’s digital marketing efforts. Update content as needed to maintain a current and attractive digital presence. Work with external marketing agencies for more complex content and campaigns, while managing smaller-scale digital tasks in-house.
• Communication and Liaison: Serve as a central point of contact between the office staff and the field team, facilitating efficient information flow. Communicate professionally in fluent English, ensuring clear internal and external communication.

Other info

ATTRACTIVE ASPECTS:
• Opportunity to contribute to the development of a major European player in the infrastructure sector. You will play a key role in the smooth operation of the organization, supporting the company’s mission to provide outstanding services and enhance operational effectiveness across Romania.
• Diverse and Dynamic Responsibilities. This is a multi-faceted role that goes beyond traditional office management, involving compliance tracking, digital marketing, executive support. For candidates who thrive on variety and want to develop skills across different areas, this role offers the chance to expand and apply a broad skill set.
• The role encourages independence and resourcefulness, allowing you to demonstrate problem-solving skills and take charge of operational improvements. For candidates who enjoy autonomy and making decisions, this role offers a sense of ownership and freedom in managing the office environment.
• Modern office located in a central area of Bucharest.