Office Coordinator

Location:

Bucharest – Romania

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Secretarial, Office & Administration Jobs

Other Industries & Skills:

Legal

Advertiser:

Boston Scientific

Job ID:

130828852

Posted On:

20 July 2024

Additional Locations:  N/A

Diversity – Innovation – Caring – Global Collaboration – Winning Spirit – High Performance

At Boston Scientific, we’ll give you the opportunity to harness all that’s within you by working in teams of diverse and high-performing employees, tackling some of the most important health industry challenges. With access to the latest tools, information and training, we’ll help you in advancing your skills and career. Here, you’ll be supported in progressing – whatever your ambitions.

Job Summary:

The Office Coordinator at Boston Scientific Romania will be responsible for managing the day-to-day administrative functions of the office. This includes overseeing office operations, ensuring a smooth and efficient work environment, coordinating with various departments, and providing support to staff and management. The ideal candidate will be organized, proactive, and capable of handling multiple tasks with a high level of accuracy and professionalism.

 

Office Vendors Management

( mainly: BCD Travel Agency – AS Travel, ARVAL – car lease, VODAFONE – telecom services, Medlife – Labor health checks, EUROFIN (Labor protection services), SWISS Solutions – translation services, IT providers, PRO COPY Office supplies)

Official Contact person for all Vendors, non-direct sales related.

Creating new vendors in SAP and myBUY/Ariba upon colleagues’ requests and/or when necessary.

Collaboration with the tender/regulatory/HR/quality department on sending to the translation office the documents whose translation is required to be submitted at tenders (asking for quotation, raising PO in myBuy, confirmation to the translation office after the PO approval and then checking that the documents are sent in due ).

Setting up accounts for the Romanian new colleagues at EUROFIN (Labor protection services). Informing the travelling agency on the newly employed colleagues, both from Romania and the other SEE countries, for setting up the accounts.  

Scheduling all colleagues for the labor medicine control upon employment and on regular basis (annually)

Monitoring that all colleagues attend the courses related to the labor protection services, as per local requirements. Subsequently, making sure the colleagues sign the labor protection charts.

 Ordering vehicles for the related colleagues and keeping the relation with ARVAL. Informing the colleagues whenever ARVAL sends information, plates numbers or fuel cards.

Ordering office supplies, upon needs and requirements, always raising PO in myBuy. Ordering business cards for Romanian and other SEE colleagues (with PO in myBuy). 

Maintaining the relation with the vendors for ordering equipment for new joiners (laptop and VPN, phone and business number).

Management of employees dosimeters, by keeping a clear record of the usage and communication with the Vendor

Providing support to Regional Finance team in topics related to, but not limited to, Vendor invoices processing, Balance Accounts statements both for Vendors and Customers, IRF additional supporting documents, accurate allocation of admin expenses per cost centers etc.

Office Meetings/Organized events

Organizing and coordinating company business internal meetings/team events:

Ask for quotation from hotels and negotiating the fees to fit in the budget constraints.

Ensuring the meeting/events run properly, on respecting the necessary logistics.

Contact person in the relation with the vendors for making sure the invoices are according to the negotiated terms, in order for the accounting to process the invoice.

  

Concur Expense Receipt Processor

Filling in new colleagues’ data for registering in Concur.

Confirmation of received expense reports and downloading them for the financial team.

myBuy_Super User 

Active participation in trainings for understanding the transition to myBuy and the purchase to pay process.

Creating PO-s, ensure their accuracy in myBuy.

Identify eligible vendors for raising PO-s on monthly basis for all vendors registered in the system (Vodafone, Eurofin Consulting, Dworkin, TRYAMM, MedLife,

Monitor the expenses versus the PO amount.

Meeting the KPI related to PO process.

  

CONTINUOUS OFFICE SUPPORT

Support for the colleagues when facing issues with the vendors or other issues that negatively affects their day-to-day activity (colleagues both from Romania and SEE).

Taking over phone messages from customers and/or potential customers and redirecting them to the colleagues from the related divisions in order to start the ordering process.

Receiving and sending via courier all correspondence. Scanning agreements with all customers, redirecting to the Customer Service department for matching up with the orders and uploading the agreements on server and on Teams.

 Receiving packages at the office and informing the related colleagues; sending packages abroad upon colleagues’ requests.

 Attending LeadHer or other Corporate initiatives and trying to organize recommended events, depending on colleagues’ availability (eg. Family and children day).  

Customers/Vendor Contracts handling – registration, scanning , informing relevant stakeholders and archiving

 Active involvement in events organized at corporate level.

 Other requests coming from the Country Manager and/or the Regional Finance related to daily operations of the BSCI.

 

Requirements:

-Bachelor’s degree in business administration, Management, or a related field preferred.
-Minimum of 1-3 years of experience in office administration or coordination roles.
-Experience in a multinational company or a fast-paced environment is a plus.
-Excellent organizational and multitasking abilities.
-Strong communication and interpersonal skills.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
-Ability to work independently and as part of a team.
-Problem-solving skills and attention to detail.
-Fluency in Romanian and English is required; additional language skills are a plus.
-This position requires working in an office environment with standard office hours. 
 

Our offer:

-Opportunity of development in an international company 
-Meal vouchers
-Extra day off for your birthday
-Extra day off for 1st day of school if you have kids  
-Life insurance 
-Transportation allowance
 

 

Requisition ID: 587359

As a leader in medical science for more than 40 years, we are committed to solving the challenges that matter most – united by a deep caring for human life. Our mission to advance science for life is about transforming lives through innovative medical solutions that improve patient lives, create value for our customers, and support our employees and the communities in which we operate. Now more than ever, we have a responsibility those values to everything we do – as a global business and as a global corporate citizen.

So, choosing a career with Boston Scientific (NYSE: BSX) isn’t just business, it’s personal. And if you’re a natural problem-solver with the imagination, determination, and spirit to make a meaningful difference to people worldwide, we encourage you and look forward to connecting with you!

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