Office Management Specialist

Responsibilities

• Providing general information about the company to visitors and partners.
• Assist in day-to-day administrative tasks to offices held by EC Romania (Bucharest)
• Liaise with our office buildings landlords on all office administration matters associated with running an office environment within good and safe conditions
• Liaise with HSE manager on all safety related matters and collaborate to resolve any issues within reasonable timing and solutions
• Maintaining the office spaces in good operating conditions, reporting to the building administrator all defects that occur and following up on their remedies
• Draft and edit professional emails, letters, and other correspondence as needed.
• Scheduling and coordinating meetings, reserving meeting rooms.
• Supporting the organization of internal events or meetings with partners.
• Providing administrative support to the team (preparing documents, onboarding packages, archiving, file organization).
• Ordering and managing office and hospitality supplies.
• Cooperating with external suppliers (courier services, administrative services, maintenance).
• Ensuring proper organization of the reception area and common spaces; checking, cleaning, and refilling coffee machines.
• Updating databases with information (transport schedule/table).
• Maintaining document control procedures, ensuring that all internal documents are accurately labeled, stored, and accessible to the designated team.
• Participation in the annual inventory is carried out according to the law, by counting, identifying all assets in the company's assets and drawing up factual lists on behalf of the inventory committees to reconcile them with the written lists existing in the accounting database.

Requirements

• High school with Baccalaureate
• Category B driving license (preferred)
• Good knowledge of English (written and spoken).
• Strong communication and interpersonal skills.
• Organizational skills and attention to detail.
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Previous experience in a similar role is considered an advantage.
• Requirement for office presence (rotation in two offices located in Bucharest)
• Personal Competencies
• Professional attitude and customer-oriented mindset.
• Strong organizational and planning skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• At AECOM, you will have freedom to grow in a world of opportunity
• Our Freedom to Grow hybrid working philosophy is the cornerstone of our success as a business - supporting a culture of flexibility, trust and performance at AECOM.
• #LI-IP1
• About AECOM
• What makes AECOM a great place to work

Benefits

Additional Information

Responsible for managing office management activities and providing daily administrative support, managing administrative suppliers, ensuring effective communication with visitors, clients, and the internal team. The role requires good English language skills for communication with international partners and visitors. Reporting: The role is reporting to the Office Manager

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