We seek a proactive Office Administrative Assistant to support our daily operations and ensure smooth office management. Responsibilities include acting as a liaison between departments and external stakeholders, managing company apartments, organizing business trips, and overseeing employee handovers. You’ll track working hours and absences, prepare reports, maintain office functionality, and handle various administrative tasks to keep our operations running efficiently.

Key Responsibilities:

• Act as a liaison between Management, Finance, HR, and IT for daily operations.
• Maintain communication with external stakeholders in Cluj (e.g., service providers, equipment suppliers).
• Manage the company’s rented apartments, including orders, cleaning, and guest check-ins.
• Organize business trips for company staff (transport bookings, accommodation logistics).
• Record and monitor employee working hours.
• Track absences and maintain records for personal days, sick leave, and vacation.
• Oversee employee handovers (meal cards, equipment handover, etc.).
• Prepare weekly, monthly, and ad-hoc reports.
• Ensure the office is well-maintained and fully operational.
• Perform general administrative tasks as needed.

Requirements:

• High school diploma or a bachelor’s degree.
• Excellent written and spoken English (minimum B2 level).
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Strong attention to detail.
• Organizational, planning, and problem-solving skills.
• Ability to work in a dynamic, international team environment.
• A Category B driving license is an advantage.
• At least one year of experience in services, logistics, or a related field will be considered an advantage.
• Previous experience in a similar administrative role is a plus.

About MDPI

A pioneer in scholarly Open Access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 300 diverse, peer-reviewed, Open Access journals supported by over 35,500 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Basel, Switzerland, with additional offices in Europe, Asia and North America (Canada). We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects as key themes in many journals, as well as through the MDPI Sustainability Foundation.

MDPI Romania was opened in 2019 with a first office and headquarters in Cluj-Napoca. Its impressive growth has led to the inauguration of a second office, in Bucharest, in late 2020. With a growing team of over 400 young people, we’re witnessing a continuous development both of our people and services.

Benefits for working at MDPI:

• Public transportation benefits;
• Flexible schedule;
• Private medical health insurance;
• Meal vouchers;
• Facilities at the office.