Office Coordinator

Role purpose

• Effectively coordinates the administrative activities of the Syngenta Romania, adapting to an ever-changing environment, and work under pressure
• To ensure smooth and effective running of the Bucharest office
• Supports the local team in the organization and planning of internal & external meetings and activities and project support
• Propose and develop ideas to improve ways of working and working environment for Bucharest office as a whole

Accountabilities

• Establishes and implements clear administrative processes for the smooth running of the business
• Event program arrangements, contracting partners and negotiating special prices, coordination and communication of the details with the partners
• In line with company’s policies, manages all travel bookings (flights, accommodations, taxi transfers, rent a car) ensuring optimal solution are sought at all times for all employees in Romania and for Syngenta employees visiting from abroad, if solicited
• Coordinates stationery orders and ensure they are received and issued quickly and correctly
• Coordinates external services regarding office space maintenance, repairing or renovation. Maintains relation with office building administrative contacts
• Manages relation with service providers – travel agency, cleaning services, hotels, restaurants, catering agencies, event management companies, translation companies etc.
• Vendor creation in local system (Ariba), prepares limit orders and PO-s for activities in the area of responsibility. Follows up on limit orders and POs, approve invoices in SAP after approval from relevant line manager
• Gives information to vendors about their invoices, if solicited
• Assists in case English language support is needed at the reception. Takes the English telephone calls instead of the receptionist
• Organizes programs for external visitors during business trips to Syngenta Bucharest office as well as support onboarding new team members
• Manages the meeting room booking system in the calendar, approving booking requests
• Supports meeting rooms setup for internal meetings
• In absence of the receptionist, maintains company registers, handles incoming and outgoing correspondence, supports scanning activities, arranges all necessary invoices,  registers documents into databases
• Supervises the activity of the Receptionist
• Ensures confidentiality of information she works with
• Any other responsibilities assigned by the direct manager

Knowledge, experience & capabilities

• 2-3 years of experience in administration support of key business function
• Understanding of office administration processes
• Computer skills (Word, Excel,  Outlook)
• Oral and written fluency in English
• Previous experience with Concur, Ariba, SAP
• Excellent communication skills
• A proactive approach, resilience, adaptability and the ability to work under pressure.
• Team working, thoroughness, initiative, ability to learn, hands-on attitude
• Honesty and integrity

Critical success factors & key challenges

• Ability to respond quickly and enjoys a fast paced, demanding environment, ability to manage multiple requests
• Attention to details and quality
• Service / Customer orientation
• Planning and Ability to work under pressure
• Takes personal responsibility and interest in learning new skills and knowledge
• Is conscientious, reliable and motivated

Additional information

• Some travel required to support offsite meetings (1 to 2 times per year)

Syngenta Seeds is one of the world’s largest developers and producers of seed for farmers, commercial growers, retailers and small seed companies. Syngenta seeds improve the quality and yields of crops. High-quality seeds ensure better and more productive crops, which is why farmers invest in them. Advanced seeds help mitigate risks such as disease and drought and allow farmers to grow food using less land, less water and fewer inputs.

Syngenta Seeds brings farmers more vigorous, stronger, resistant plants, including innovative hybrid varieties and biotech crops that can thrive even in challenging growing conditions. 

Syngenta Seeds is headquartered in the United States.