Job Openings Office Manager (German speaker) - Cluj/hybrid

About the job Office Manager (German speaker) - Cluj/hybrid

We are recruiting on behalf of our client - a technology independent consulting company specializing in data & analytics, including business intelligence (BI), data warehousing, data science/AI, CRM/MarTech, and process automation across the entire data value chain.They have over 20 years of experience and more than 700 employees serving 950+ data driven clients across Europe.
We are looking for an organized, detail-oriented, and proactive individual with a positive attitude to ensure the smooth day-to-day operation of our Cluj office. The Office Assistant will handle administrative, logistical, and basic financial coordination tasks, providing support to internal teams and maintaining close collaboration with our accounting and HR partners.

Key Responsibilities:

Office & Administrative Support

  • Ensure the office is stocked with necessary supplies and materials; place orders and propose process improvements when needed.

  • Maintain an up-to-date inventory of office equipment (assignments, entries, exits).

  • Handle correspondence (contracts, annexes, equipment, etc.) both physical and digital.

  • Manage shared office mailboxes, calendars, and assist with scheduling internal/external meetings and visits.

HR & Employee Support

  • Prepare and complete employment contracts, annexes, and related documents (in collaboration with HR); ensure all are properly signed, filed, and up to date.

  • Support onboarding activities for new employees.

  • Liaise with the external accounting and HR service providers to send monthly reports and documentation.

Finance & Basic Accounting Processes

  • Issue monthly invoices to clients based on system data; follow up on payments in collaboration with the accounting firm.

  • Archive and organize documents (digital and/or physical).

  • Assist in preparing reports and summaries when required.

Internal Coordination & Communication

  • Provide support for travel arrangements (liaising with travel agencies, preparing travel details).

  • Assist with the organization of team events, internal communications, and occasional delegation logistics.

  • Collaborate with colleagues across the group as needed.

Requirements:

  • German language: advanced level (C1-C2) mandatory.

  • English language: good working level (spoken and written).

  • Bachelors degree preferred; studies in economics or business (FSEGA or similar) are an advantage.

  • Minimum 1-2 years of experience in a similar administrative or office role.

  • Good command of Microsoft Office (Word, Excel, PowerPoint).

  • Basic understanding of accounting processes (you won't perform accounting tasks, but must ensure smooth process flow).


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