This is an office-based role, with the Front Office serving as the primary workstation. The role of Front Office & Administrative Services Executive Assistant acts as the first point of contact for employees, visitors and business partners while ensuring the efficient day-to-day operation of the office and providing administrative support to the leadership team. The position combines front office responsibilities, office operations, administrative finance activities and light executive support for the local leadership team. It requires excellent organizational skills, strong attention to detail, customer orientation and the ability to manage multiple priorities in a dynamic environment.

Office Operations & Front Office

• Welcome visitors, candidates and external partners, ensuring a professional and positive first impression.
• Manage reception activities, visitor registrations and access procedures.
• Coordinate meeting rooms and ensure meeting spaces are prepared for internal and external meetings.
• Handle incoming calls, deliveries, mail and courier services.
• Support workplace health, safety and security activities in collaboration with relevant internal stakeholders.
• Ensure the office environment remains organized, functional, safe and welcoming.
• Support onboarding logistics for new employees, including workstation preparation and coordination with relevant support teams.
• Assist in organizing internal events, leadership meetings, workshops and employee engagement initiatives.
• Coordinate vendor visits and support facility-related projects.
• Coordinate office supplies, stationery and other operational consumables.
• Monitor stock levels and place orders as required.

Administrative & Financial Support

• Create and manage Purchase Requisitions (PRs) in accordance with internal procurement processes.
• Raise Purchase Orders (POs) and monitor their approval workflow.
• Support the end-to-end administrative purchasing process for office-related goods and services.
• Verify supplier invoices against Purchase Orders and supporting documentation.
• Follow up on invoice approvals and payment status with Finance and internal stakeholders.
• Maintain accurate purchasing and payment records.
• Support budget tracking for office operational expenses.
• Coordinate contract administration and maintain relevant documentation.
• Ensure compliance with internal procurement and financial policies.
• Prepare administrative reports and maintain operational trackers when required.
• Support internal and external audits by ensuring documentation is complete and readily available.

Executive & Administrative Support

Provide light administrative support to multiple members of the local leadership team, including:

• Coordinating calendars and meeting schedules when required.
• Organizing internal and external meetings in coordination with Visitor and Events Coordinator.
• Arranging business travel, accommodation and related logistics.
• Assisting with expense submissions and administrative follow-up.
• Supporting ad-hoc administrative requests from department heads.
• Coordinating cross-functional administrative activities when required.

Stakeholder Management

• Build effective working relationships with employees across all departments.
• Collaborate closely with Finance, Procurement, HR, IT and external vendors.
• Act as a reliable point of contact for office-related queries.
• Ensure timely communication and follow-up with internal and external stakeholders.
• Represent ENGIE GBS Romania professionally when interacting with visitors, suppliers and business partners.

• Bachelor's degree or equivalent professional experience.
• Previous experience in Office Administration, Office Management, Executive Assistance, Workplace Operations or similar roles.
• Experience working with procurement or finance administration processes is considered an advantage.
• Experience in an international or corporate environment is preferred.

• Outstanding organizational and planning skills.
• Strong attention to detail and accuracy.
• Customer-focused mindset with excellent interpersonal skills.
• Ability to manage multiple priorities simultaneously.
• Proactive approach and strong sense of ownership.
• High level of professionalism and discretion.
• Strong coordination and follow-up capabilities.
• Problem-solving mindset.
• Ability to work independently while collaborating effectively across teams.
• Adaptability in a fast-growing and changing environment.

• Good knowledge of Microsoft Office Suite, particularly Outlook, Excel, PowerPoint and Word.
• Experience working with ERP or procurement systems (e.g. SAP) is considered an advantage.
• Comfortable working with purchasing processes, invoices and administrative documentation.
• Excellent written and verbal communication skills in English.
• Fluent in French, English and Romanian.

The successful candidate will:

• Deliver a seamless and professional office experience for employees and visitors.
• Ensure administrative and financial processes are completed accurately and on time.
• Maintain strong relationships with internal and external stakeholders.
• Anticipate operational needs and proactively resolve issues.
• Contribute to an efficient, well-organized and welcoming workplace that supports ENGIE GBS Romania's continued growth.

Benefits:

• Private health insurance for you and your family;
• Opportunities for ongoing personal and professional development;
• Meal tickets;
• Work-life balance;
• Annual extended holiday entitlement, depending on the length of employment.

Only candidates selected for interviews will be contacted.

If you decide to send us your personal information in order to apply for this position, please be aware of our job candidate GDPR Data Privacy Notice: https://www.engie.ro/wp-content/uploads/2022/09/ER_Nota-de-informare-Candidati.pdf.