Office Coordinator in Bucuresti

Main Duties, Responsibilities and Accountabilities Search, collection of offers and processing for approval by management Guest list compilation, booking accommodation, travel arrangements, communicating the details with all participants Event program arrangements, contracting partners and negotiating special prices, coordination and communication of the details with the partners Coordination of the event, branding, agenda coordination, requests handling, etc. Establish and maintain contacts with service providers such as hotels, restaurants, catering agencies, event management companies, etc Coordination with the internal finance team, 3rd parties and colleagues; approvals collection; expense reporting. (CBRE, Client teams) Support of clients and external partners when attending Client's organized events, etc. Managing the meeting room booking system in the calendar, approving booking requests Arranging appointments for lunch, dinner, etc. outside the office Ordering taxis, giving taxi cards if needed Fill out the xls sheets for a new vendor (CBRE) Prepare PO-s for activities (CBRE, Client) Give information to vendors about their invoices In case of English language support is needed at the reception the office coordinator must help. Take the English telephone calls instead of the receptionist. Issuing company documents, maintaining company registers, handling incoming and outgoing correspondence Providing exact written translations (English/Romanians) of internal company materials and correspondence. Payments on behalf of Client; invoice processing; coordination with the internal finance team 3rd parties and colleagues; approvals collection; expense reporting. Fill out the xls sheets for a new vendor and send to Prague Fill out the xls sheets as prepared on the Vendor set up, send it to the procurement team Follow vendor spend Scan, arrange all necessary invoices, papers, Register all similar, same documents into files, tables (CBRE and Client's documents) Ordering stationery, kitchen supplies, means for hygiene from different suppliers Managing All CBRE team members works in the Client's/Bucharest office (Timesheets, holiday, expenses) Help to fulfil CBRE/Client QHSE (Quality, Health, Safety and Environment) requirement Collect data from Vendors Collect energy data from Landlord etc. Qualifications: Customer focused, highly motivated, proactive and show great initiative to keep the office running smoothly. Demonstrates and encourages ownership of service and proactive behaviours in self and team. Champions employee experience initiatives resulting in a highly engaged team. Excel in their individual and team contribution to KPI's and consistently delivers exceptional customer experiences, building on flawless fundamentals. Engages in self and team development and seeks service improvements always putting safety first. Embraces change initiatives in close collaboration with team members, encouraging the same of direct reports. Preferred FM related qualifications including QHSE, desirable IOSH qualification in health & safety or equivalent Fluency in written and spoken English language Strong interpersonal, written and verbal communication skills Good People Management skills, prioritizes team workload, whilst encouraging team development Possess a high level of IT literacy Supports team members with decisions on routine matters encouraging innovative solutions, instills team ownership and pride A strong understanding of good health & safety practices and promotes a strong Health & Safety culture Good understanding of building management systems and processes. Awareness of the facilities management industry Basic financial awareness


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