Office Experience and P&C Administrator

Department: People & Culture

Employment Type: Permanent - Full Time

Location: Timișoara

Reporting To: Carmen Rosca

Description

The Office Experience and P&C Administrator role is part of the People and Culture Team reporting into the local P&C Partner with a dotted line to the Head of Office Experience and Global Head of Reward and Benefits. This role contributes towards the overall employee satisfaction of all employees and visitors at the Human8 office and serves as a single point of contact for all day-to-day operations for colleagues working in the local office. This role also supports the local Payroll and Benefits Specialist with administrative tasks concerning employee records and processes.  

Responsibilities

Given the hands-on nature of this role, we need you to be on-site in our Timisoara office to keep things running smoothly and support colleagues face-to-face. 
Office Experience (~ 60% of time allocated)  

• Ensure smooth day-to-day operations for both in-office and remote employees connected to this location 
• Ensuring the office is a great place to work by creating a unique office experience for all Human8 colleagues. 
• Ensure that all those contacting our offices are treated appropriately: management of front desk, telephone, email, helpdesk, post, and office appearance. 
• Welcome new joiners at the office, organize office introductions and help them settle in along with People & Culture.  
• Responsible for vendor management on a local level and to provide support with purchases. Liaise with vendors and service providers for office-related needs, such as cleaning services, catering, offices supplies and equipment maintenance. Placing orders for weekly groceries, stationary, kitchen supplies, gifts, etc . Follow-up invoice management in collaboration with finance. 
• Establish effective communication channels for employees to voice their concerns, provide feedback and stay informed about office related initiatives and experiences 
• Continuously evaluate and improve office experience initiatives based on feedback, industry best practices and changing business needs 
• Ensure the office is fully compliant with Health and & Safety standards, and that policies are implemented.  
• Responsible for access and security management of the building 
• Placing orders for weekly groceries, stationary, kitchen supplies, gifts, etc. 
• Being the single point of contact with building management and represent Human8 with our landlord.  
• Organizing local meetings & events, through collaboration with local management and the People and Culture Team.   
• Organizing the annual Team Building event for the Romanian teams, in collaboration with the local management team and the local P&C Partner.  
• Supports the participation of our local teams at various community events, which are aligned with the Human8 values. 
• Provide other departments with  support related to organising work in the office. 
• Managing budget allocations where applicable.  
• Manage the office experience budget efficiently, including forecasting expenses, tracking spending, and seeking cost-saving opportunities where possible. Make sure all costs remain within forecasted budgets and ensure follow- up with Head of Office Experience. 
• Managing local projects; involving stakeholders, making a business case, planning and follow-up, supervision of execution, budget and supplier management, communication to employees. For example; office refurbishments, office moves, maintenance projects, charity projects, sustainability projects, etc.  

HR Administration (~ 40% of time allocated )  

•  Process new hire paperwork and coordinate onboarding activities. 
• Process leavers paperwork and coordinate offboarding activities. 
• Support the local P&C Payroll and Benefits Specialist with admin related tasks for the Romanian payroll (esp. Around medical certificates) and employee records, suchs as preparing employees' addendums, issue employment, medical or income proofs,  updating job descriptions, etc. 
• Maintain accurate and up-to-date employee records, including personal information, employment history, and benefits enrollment. 
• Support the local P&C Payroll and Benefits Specialist with maintaining HR information systems, ensuring data accuracy and integrity up to date. 
• Assist with local benefits administration, including enrollment and changes 
• Local HR support: collaborate with external vendors, such as benefits providers and payroll service providers, to resolve issues and ensure smooth operations. 
• Workplace Health and Safety: maintaining the connection with the external partner, regularly checking the occupational health and safety (OHS) sheets 
• Occupational Medicine – organise annual check-up with the medical Services Provider in our Human8 office and manage the updated paperwork  
• Maternity Leaves management - fill in necessary documents and inform the medical services provider and the Labour Inspectorate. 

Qualifications

• Effective communication skills are vital for office managers to interact with colleagues, clients, vendors, and other stakeholders. This involves conveying information clearly and concisely, building rapport and listening actively, and providing assistance as needed.

• Possess strong organizational skills to manage various tasks, schedules, and resources efficiently. This includes maintaining orderly filing systems. 

• Proficiency in basic computer skills, including word processing, spreadsheet management, email communication, and data entry. Familiarity with office productivity software such as Microsoft Office Suite is required. 

• Upholding high standards of ethics and integrity is crucial for office managers, who often handle sensitive information, manage financial resources, and make decisions that impact the organization. Maintaining confidentiality, honesty, and professionalism is essential in all aspects of the role. 

• Bachelor's degree in Business Administration, Management, or related field.