Office Manager

As an Office Manager at Ensemble Software, you’re going to be as much people-person as a system person, integral to cultivating company culture and steering the ship in the right direction. You’ll have diverse activities and you’ll ensure operations run smoothly by doing activities that keep the company and its people productive.

Your profile:

• 2+ years of office management experience;
• Medium/Advanced skills for communication in English: both writing and speaking;
• Strong time-management and people skills, flexibility, and multitasking ability;
• Stellar organization skills and efficiency;
• Engaging personality and optimistic vibe;
• Computer skills and experience with online platforms;
• Proficiency Microsoft Office, with the aptitude to learn new software and systems;

What will you do:

HR Admin and Recruitment support activities:

• Liaise with HR, SSM, PSI, and Occupational Health vendor;
• Offer support in the recruitment process;
• Make sure the open job roles on the company website are up to date;
• Assist in the onboarding process for new hires and offer support whenever needed;
• Plan in-house or off-site activities;
• Address employees query regarding office management issues;

Office Administration:

• Monitor office supplies and place orders when necessary;
• Coordinate with IT department on all office equipment;
• Manage contracts with office vendors, service providers and office lease for both offices: Brasov and Baia Mare;
• Keep the relation with suppliers for office purposes, identify new suppliers if needed;
• Organize office operations and procedures
• Maintain the office condition and arrange necessary repairs;
• Offer support to the management team in RO, but also keep close contact with the financial & people department in Vancouver, NA (mostly emails and internal chat);
• Schedule meetings, appointments, or team calls;

Bills and Payments:

• Keep a clear and clean record of monthly payments and make sure you send all invoices to Accounting on a regular basis;
• Ensure that all items are invoiced and paid on time;
• Prepare invoices for certain clients;

Reporting:

• Prepare monthly timesheet reports for both HR and Management;

Inventory Management:

• Keep a clear record and administrate fixed assets (IT, furniture, and other items);

Tools you’ll be using:

Excel, Word, Outlook, Slack, Jira, Task Journal (internal management tool).