We are currently a team of 3 people in the Office Management Team and we are supporting our offices wellbeing. To be able to continue our mission and provide the best support as our team does today, we are looking for a full time Office Manager for our Timisoara office!

Areas of responsibilities:

Administrative & employee support:

• Provide administrative support for events, meetings, and visits, emphasizing participant experience and cost efficiency.

• Assist with document preparation, including reports, presentations, and correspondence.

• Coordinate with stakeholders for smooth event execution.

• Maintain accurate updated records for easy access.

• Act as the primary point of contact for employees regarding office-related matters.

• Provide prompt assistance and guidance to employees in resolving administrative queries or concerns, ensuring a pleasant experience.

• Handles matters related to access to the physical office for all Visma employees and guests or official visits (inspections by local authorities and so on).

• Ensures our employees have nice, welcoming and effective places to work.

• Manages correspondence to / from the office.

• Maintains the office's conditions and arranges repairs when necessary.

• Main contact for business travels and expenses processing.

• Keeps control on stocks, and order office supplies, refreshments and other "official" purchases on a regular basis and makes sure that nothing is missing from the office.

• Main contact for all office matters organized by the owner of the building (Safety exercises, derating, utilities maintenance).

Reception & office supplies:

• Embrace the role of receptionist, greeting clients and visitors guiding them to the right departments.

• Manage incoming calls and correspondence.

• Ensure a welcoming and organized reception area.

• Efficiently manage office supplies, handling inventory, stocking, and distribution as required.

Travel Support

• Assist employees in travel arrangements, booking flights, accommodations & transportation.

• Prepare weekly documents promptly for employee travel cash advances and advance travel insurances.

• Assist in obtaining required travel documents and visas.

• Ensure compliance with company travel policies and guide employees on travel queries.

• Coordinate with travel agencies or vendors to ensure smooth travel experiences for employees.

Reimbursement forms & invoices management

• Assist employees in accurately completing reimbursement forms, ensuring timely submission and compliance with company policies.

• Review reimbursement requests for policy adherence and proper documentation.

• Process approved reimbursement requests and maintain records.

• Oversee centralized invoices from suppliers, ensuring timely payments.

• Archive all invoices and collaborate with the finance department for payment and reconciliation.

What do we expect?

• Previous experience in office management or related roles.

• Intermediate to advanced English proficiency.

• Strong organizational and communication skills.

• Proficiency in MS Office Suite and other office management software.

• Knowledge of procurement processes, contract management, and understanding of finance, HR, and IT operations.

• Focused on continuous improvement and process automation.

• Experience or interest in using AI in day-to-day tasks.

• Familiarity with sustainability practices and energy-saving initiatives.

• Ability to multitask and prioritize effectively.

So, what does life in Visma look like?

Of course, you’ll get all the perks and benefits of being in a big global company. But, we hope you will give us a chance based on what truly makes us the coolest place to work (in our opinion):

• Flexibility at all stages of life: Work is an important part of life. Yet, we know that you are much more than your job. We make room for people at all stages of life.

• We love that you bring your ideas to the table: You will be part of a culture that favors experiments and value initiative, so it’s easy to get your ideas heard.

• You will belong to a community of tech enthusiasts – with the vision of shaping the future of society through technology.

• Above all, we are a team: Team spirit is key for us to deliver on our promises to people and society, but most importantly; to form a culture where people support and care for each other as much as we have tons of fun together!

Surely this sounds exciting?

We look forward to hearing from you!

Application Process

• How to Apply: Please apply directly on this page using the “Apply now” button. Ensure your documents are in PDF format.

• Background Checks: We conduct background checks on relevant candidates through our partner, Semac.

• Privacy: For details about our privacy statement and how we handle personal data, please refer to Visma Privacy Statement

For more information: dan.stanculescu@visma.com

Want to get to know us better?
You can find more about us on Linkedin, Facebook and Instagram.

Join us and make progress happen!