Office Administrative Assistant

We seek a proactive Office Administrative Assistant to support ourdaily operations and ensure smooth office management. Responsibilities includeacting as a liaison between departments and external stakeholders, managingcompany apartments, organizing business trips, and overseeing employeehandovers. You’ll track working hours and absences, prepare reports, maintainoffice functionality, and handle various administrative tasks to keep ouroperations 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 inscholarly Open Access publishing, MDPI has supported academic communities since1996. Our mission is to foster open scientific exchange in all forms, acrossall disciplines. We operate more than 300 diverse, peer-reviewed, Open Accessjournals supported by over 35,500 academic editors. We serve scholars fromaround the world to ensure the latest research is openly and broadly available.

MDPI isheadquartered in Basel, Switzerland, with additional offices in Europe, Asiaand North America (Canada). We are committed to ensuring that high qualityresearch is made available as quickly as possible. We also supportsustainability projects as key themes in many journals, as well as through theMDPI Sustainability Foundation.

MDPI Romania wasopened in 2019 with a first office and headquarters in Cluj-Napoca. Itsimpressive 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 acontinuous 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.