Stellendetail

Summary:

The Junior Office Specialist supports Clinical Sciences Abbvie Romania division by ensuring efficient office and facility management, coordination of office logistics, and strong connection between stakeholders. This role provides administrative, operational, and event support, acting as first point of contact for visitors and internal inquiries, all while upholding organizational standards.

Key Responsibilities:

• Welcomes and assists guests, directs inquiries (internal and external stakeholders)
• Serves as first point of contact for phone, post, and electronic communications
• Performs clerical/administrative tasks as required for smooth office operation
• Coordinates courier services and mailroom operations as needed
• Manages and tracks office supplies, including coffee, tea, snacks, office items, and courier supplies, places orders as needed
• Oversees facility issues (building management, car parking), maintains contact with property management
• Facilitates visitor access and manages creation/distribution/collection of access badges for employees
• Supports organization of meetings, training courses, conferences, and culture events, including logistics for catering and materials
• Assists in administrative related topics for event organization (e.g. restaurant bookings, catering, visitor agendas)
• Maintains up-to-date distribution/contact lists and ensures the local SharePoint is maintained referencing most up to date materials
• Supports Office Specialist where needed in the onboarding process of new employees and offboarding of departing employees
• Assists a limited number of senior leaders with admin tasks like travel bookings, expenses, desk/car parking reservations and IT ticket creation/support
• Handles support requests via administrative portals

Required Qualifications:

• Minimum high school diploma; university graduate preferred (secondary education in business administration or Bachelor degree preferred)
• Excellent English language skills, both spoken and written
• Proficient with MS Office suite, including Word, Excel, PowerPoint, and SharePoint
• Experience: 6 months+ reception/administrative duties preferred
• Strong planning, prioritizing, and organizational skills
• Excellent attention to detail and ability to manage third party suppliers
• Positive attitude, proactivity, teamwork orientation, adaptability
• Experience supporting management and working in matrix/global environment preferred