Office Manager (On-site, Cluj-Napoca)

ABOUT US

We are a fully integrated digital solutions provider catering to international brands looking to create Web3 experiences. Our partners rely on our unique ability to craft innovative projects that redefine customer expectations, from strategy to engineering, all the way to customer care support.

Explora Solutions offers flexibility and opportunities for digital and service professionals that are looking for a challenging and rewarding work environment because our trust-based collaborative style provides them with the freedom they need to be their best version of themselves.

The Office Manager oversees, manages and implements daily administrative tasks to ensure the business’ operations run effectively and efficiently.

The ideal candidate can support in a variety of areas within our organization. This person understands the needs of our staff while being able to inspire employee engagement daily through special tasks and or events. Supporting both in office and working from home employees.

The Office Manager will also support in the execution of events and coordinate requirements for large meetings or conferences.

This person can prioritize and coordinate administrative services as it relates to office supplies, equipment, security and maintenance as well as basic administrative tasks to support the team.

YOU WILL BE RESPONSIBLE FOR FOLLOWING TASKS:

• Coordinate and perform daily related tasks, meetings, interactions with third-party vendors and suppliers;
• Prioritize and coordinate administrative services for the company as it relates to supplies, equipment, security and maintenance services;
• Oversee and coordinate administrative procedures and review, evaluate and help implement new procedures as required;
• Oversee the maintenance & purchasing of equipment and supplies;
• Understand the needs of employees, identifies opportunities for engagement and provides recommendations;
• Manage employee cell phones as it relates to hardware, travel packs, and invoicing;
• Assist HR when needed for new hire onboardings and departures;
• Manages and tracks vendor contract expiry dates/costs to ensure renewals are being processed and costs remain in-line with needs/ budget;
• Update and maintain our internal intranet (Wiki);
• Assist finance in approval of vendor invoices;
• Assist in project management as required;
• Assist in Admin employee training and all aspects of employee engagement;
• Manage inventory, including shipping and receiving;
• Oversee and control the shipping and deliveries as it relates to staff;
• Coordinate, organize and book company events;
• Manage office desk bookings through our booking system, creating reports;
• Coordinate, plan and book for employee business travel / conferences such as accommodations, travel, dinners and expenses;
• Travel to conferences to assist throughout the conference. This might include overnights at hotel, often a Sun-Fri;
• This is an on-site role that requires the employee to work at the office five days a week.

WHAT QUALIFIES YOU TO JOIN US ON OUR MISSION

• 5+ years of previous office administration experience, or equivalent transferable skills
• University education, related training or equivalent experience
• Must have excellent communication and organizational skills as well as the ability to multitask
• Complete fluency in English, both written and spoken is essential
• Experience using MS applications and Jira would be an asset
• Effective project management skills
• Strong sense of initiative
• Strong understanding of business processes, operations, and organizational systems and structures
• Flexible, driven and team-oriented
• Ability to work under pressure, handle multiple tasks prioritize and meet tight deadlines
• Hard worker and a proactive problem solver – no job too big or small
• Professional with a friendly and positive disposition – Customer Service Oriented is a must
• Experience in events management is an asset
• Be able to travel occasionally
• Remote or hybrid work arrangements are not available for this position

WHAT WE WILL BRING AS BACKUP

Our people are at the heart of everything we stand for and will go above and beyond for our customers. We know that drive and passion are hard to generate when we are not feeling valued or having fun, so we make sure our team is well looked after! Working at Explora Solutions, you’ll experience:

• Great employee benefits like 25 days of leave, meal tickets of 40 lei/day, pension coverage, full health and dental coverage for you and dependents, 7Card subscription, learning and development tailored to your career path, travel & wellness allowance, plus lots of fun activities throughout the year
• Support and collaboration, not just within your immediate team, but with broader organization as well
• An organization that can flex and truly supports work-life balance.