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Who We Are
Optaros, Inc. is dynamic, entrepreneurial professional services and solutions provider creating innovative ecommerce solutions by leveraging the convergence of Commerce, Content, and Community on the web. Founded in, we are an international, privately held company with employees in Boston, Austin, San Francisco and Bucharest.
Optaros’ office in Bucharest is located in the Olympia Tower in Piata Muncii with easy access from the tram, metro and busses. Our rapidly growing Bucharest team is made up of Client Delivery, Engineering, Quality Assurance, and Support and Operations professionals who are responsible for engineering Optaros’ cutting edge product offerings and supporting our international clients. The Bucharest team is an essential piece of Optaros’ overall strategy.
At this time, Optaros is looking for smart, motivated people to join the Bucharest team and grow our capabilities in each department. Working at Optaros means having the opportunity to work on distributed, multinational teams. Optaros opens the door for employees to receive technical training and significant growth in their field, as well as the potential opportunity to travel throughout Europe and North America.
To find out more about who we are and what we do, visit .
Office Assistant Summary:
Coordinate and be responsible for a series of administrative functions in the Optaros Bucharest office. These functions include general office administration, facilities management, HR, finance and travel administration.
We offer a competitive salary, performance bonus and benefits package, including private medical insurance, reimbursements for gym membership, lunch tickets and sponsored public transportation.
We are a friendly, growing team with frequent team events, an agile, open workplace and plenty of foosball!
General office administration:
o Maintain overall office organization
o Place and manage supply orders for the entire office (check stocks to determine inventory levels; anticipate requirements; place orders; verify receipts; etc.)
o Answer front door and welcome guests
o Manage the entire office mail
o Coordinate company meetings such as communication meetings and training sessions
o Oversee maintenance and service/repair of office equipment (completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation, etc.)
o Track and manage access card system and keys
o Manage special projects/research solutions/troubleshoot issues related to various office administration needs
o Point of contact for facilities management
o Coordinate with building management for office cleaning and maintenance
o Organize and oversee maintenance of all common areas, kitchen, utility rooms, file storage facilities
o Address facilities and logistical issues as they arise
o Accounts Payable:
Maintain relationships with existing external vendors
Research and make recommendations for new vendors
Review, approve, code and submit vendor invoices to external provider for payment
Manage Petty Cash and Corporate Credit Card reporting, coordinate with local and NA Finance Team
Responsible for global time entry completion in the internal system during the month end close process
Order meal tickets and distribute cards for the team
o Expense Report Reimbursement:
Responsible for processing of expense reports, including expense report first review, coordination of approvals and application of company’s expense reimbursement guidelines
o Manage vacation requests
o Setup new employee workstations along with the IT Specialist
o Assist with the Work Safety Training for all employees
o Coordinate the Occupational Health Check with the medical services provider
o Organize misc. social events
o Manage all employee benefits according to the internal process
o Completing misc. certificates per employees’ requests
o Finance and office onboarding for contractors
• Travel administration
o Responsible for travel order completion and processing
• Prior office administration and/or volunteer experience (NGOs or Students’ association) is a strong plus
• Knowledge of Microsoft Office Suite
• Excellent communication skills – written and verbal, English and Romanian
• Personable, outgoing and energetic, able to be a well recognized and appreciated voice in the office and establish a strong rapport with multiple levels of management and staff
• Highly organized with the ability to prioritize competing interests in an ever-changing environment
• Poised under pressure and flexible to adapt to last-minute changes in schedule
• Customer service-oriented with a strong work ethic and collaborative approach
• Excellent attention to detail and superior organization skills to balance and prioritize work
• Motivated and self-starter
• Able to manage processes from start to finish with little guidance
• Can easily gain and retain trust and respect from everyone in the office
• Solid sense of commitment and responsibility
• Problem solving skills