OFFICE ASSISTANT RO & HU

OFFICE ASSISTANT RO & HU

(located in Bucharest, Romania)

Reporting to: Country Manager

YOUR MISSION

Organization and execution of daily administrative operations within the company (office and store) for Dior and Guerlain, for Romania and Hungary.

Primary accounting: tracking inventory movements of the marketing/office department, drafting and keeping records of documents. HR administration and document flow.

Job responsibilities

MAIN RESPONSIBILITIES

OFFICE ASSISTANT:

• Organizes office activities and assists managers in optimizing procedures
• Sorts and distributes correspondence in a timely manner
• Records and updates data, ensuring the accuracy and correctness of information
• Schedules and plans meetings and appointments
• Monitors office supplies needs and manages resources
• Resolves potential office-related malfunctions and responds to requests reporting these issues
• Maintains contact with other departments to ensure compliance with established policies
• Maintains good relationships with suppliers, clients, and colleagues
• Ensures reception services and manages courier services
• Manages the collection of correspondence
• Assists in the creation, record-keeping, and registration of contracts
• Collaborates with the management team to organize annual meetings, conferences
• Assists management in implementing various communications, procedures, and company policies
• Monthly record-keeping of employee timesheets and various requests, maintaining contact with the accounting firm for their issuance and registration
• Organizes occupational health and safety sessions, and annual occupational medicine checks
• Keeps records of leaves and handles internal communications
• Coordinates and implements employee benefit plans
• Makes reservations and monitors business travel
• Drafts reports according to company needs, prepares and organizes data

CUSTOMER SERVICE ASSISTANT / PRIMARY ACCOUNTING:

• Registers consumption tickets for all departments

• Fills out claim forms and keeps records of various complaints

• Receives products arriving at the office, tracks their records and those at third-party warehouses

• Registers suppliers in SAP

• Assists and organizes storage activities and the destruction of obsolete references according to company policy

• Organizes archiving activities and document records

• Receives and registers expenses, cash advances, settlements and hands them over to the accounting firm

• Profile

• KEY FIGURES & ASSESSMENT CRITERIA / OBJECTIVES

• Budget responsibility: yes, office supplies

• RELATIONSHIPS

• Internal: Country Manager, Sales & Trade Marketing Manager, Marketing Coordinator

• Team: Customer Service, Retail Manager, Trainer Manager, and the entire team

• KEY COMPETENCIES

• Proven experience as an office assistant or in another relevant administrative role

• Knowledge of "back-office" IT systems (SAP is a plus)

• Knowledge of office equipment / Understanding of work procedures

• Excellent organizational and time management skills / Analytical skills and problem-solving abilities

• Excellent written and verbal communication skills / Proficiency in using MS Office

• English language: medium level written and spoken

• Excel / Word: advanced

• TECHNICAL SKILLS

• The candidate should: be a higher education graduate, preferably with a specialization in economics / accounting or have a minimum of 5 years of experience in customer service / administration and organization of office activities.

• PROFILE

• Analytical

• Responsible

• Communicative

• With good knowledge of English

• Easily acquire new information

• Organizing and planning its work independently

• Highly self-motivated

• Additional information

• Inclusivity is not just a noble principle; it is the very heart of our excellence. In a world where our clients, talents, and ideas increasingly come from diverse backgrounds, our diversity is our strength.

• At Parfums Christian Dior, this means being a House where everyone feels respected, welcomed, and valued, regardless of their uniqueness. Because we know well: a House that reflects this diversity is a sustainable, vibrant House, rooted in both dreams and reality. Inclusivity cannot be decreed; it is practiced daily.

• (If you require any reasonable adjustments within the application process, feel free to indicate it in your application).