Office Administrator

Role: Office Administrator

Location: Bucharest, Romania

Job type: Full time, fixed-term contract (24 months)  – hybrid

This position offers a hybrid work model, allowing flexibility between working from home and our office.

Typically, employees are expected to work 2 days in the office per week.

Why QS?

At QS, we believe that work should empower you. That’s why we foster a flexible working environment that encourages every employee to own their career whilst flourishing personally and professionally. Our company values underpin everything we do – we collaborate, respect and support each other.

It’s our mission to empower motivated people around the world to fulfil their potential through higher education, ensuring that everyone has access to opportunities that change lives.

Our diversity makes us stronger. By sharing our experiences, we learn from one another and achieve more together, driving progress across the sector.

At QS, you’ll be responsible for implementing real change in the international higher education landscape. You’ll take on meaningful challenges that see a positive impact across the business and the wider sector.

We’re confident you’ll feel right at home here. QS was named as one of Newsweek’s Top 100 Most Loved Workplaces® in the UK (October 2023), recognising the respect, trust and appreciation that drive our culture every day. And as a gold-accredited Investors in People organisation – putting us among the top 28% of workplaces globally – it’s official: QS is a place where everyone can thrive.

As an Office Administrator at QS, this is what you’ll be doing:

The Office Administrator is responsible for providing broad administrative support to the QS Bucharest office and colleagues based in Romania, while also being an integral part of the Global Workplace team.

You will ensure the smooth operation of the QS business in Romania, supporting wider cross-office initiatives, and act as a key advocate for health, safety, wellness, and inclusion.

The role will also support disaster recovery efforts across QS office locations and is responsible for coordinating local insurance renewals.

This is a great opportunity to join a global organisation that values collaboration, inclusion, and wellbeing. You’ll play a key role in supporting both local teams and broader global initiatives - developing your administrative and coordination skills while contributing meaningfully to our culture and operational excellence.

Role responsibilities

General administration:

·       Manage courier bookings, raise Purchase Orders, and onboard new suppliers.

·       Conduct onboarding presentations for all new starters, covering safety, first aid, and office procedures.

·       Collaborate with the Workplace Team on initiatives.

·       Serve as First Aid Officer and Occupational Health and Safety Officer for Romania, maintaining current certifications (training provided if required).

·       Actively participate in the Global Wellness Team, attend monthly meetings, and contribute to wellness initiatives, including content creation for the monthly Wellness newsletter.

·       Assist with travel bookings through the TravelPerk platform.

·       Support the Finance team in archiving hard copy invoices and running financial reports.

Office administration:

Reception and facilities:

·       Manage mail distribution and office supply inventories, including kitchen stock (beverages, fruit, milk).

·       Coordinate building maintenance with property management and escalate issues as necessary.

·       Manage employee building access and swipe card systems.

·       Perform floor warden duties and lead emergency evacuation procedures.

Event coordination:

·       Organise company meetings, monthly stand-ups, and social events such as the Christmas Party.

·       Support the preparation and hosting of internal and external visitors to the Bucharest office.

General support:

·       Provide other administrative assistance as required to ensure smooth office operations.

·       Any other duties that fall within the scope and purpose of the role.

Cross-office support:

·       Assist in office moves, coordinating logistics to minimise disruption.

·       Provide administrative support to other QS office locations as needed, ensuring consistent workplace practices globally.

Diversity, Equity, Inclusion & Belonging (DEIB):

·       Be an active participant in DEIB networks, helping to foster a diverse, inclusive, and equitable workplace.

·       Support DEIB-related activities, events, and integration into daily workplace culture.

Office attendance and reporting:

·       Track and report on office attendance, supporting hybrid working policies and office planning.

·       Prepare and present monthly attendance reports for management review.

Disaster recovery and business continuity:

·       Maintain and update the local Disaster Recovery Plan and support the Global Workplace team in DR planning for other office locations.

·       Coordinate and conduct annual system tests and semi-annual tabletop exercises.

·       Assist with cross-office disaster recovery planning and support, ensuring alignment across regions.

Insurance renewals:

·       Coordinate insurance policy renewals, ensuring timely updates and compliance.

·       Liaise with insurance providers, QS legal/finance teams, and the Global Workplace team to ensure adequate coverage and risk management.

Key skills and experience

·       Experience in a similar role providing wide-ranging administrative and office support.

·       Strong communication and interpersonal skills, with confidence engaging at all levels including with senior leaders.

·       Ability to build rapport across diverse teams and external stakeholders.

·       Excellent multitasking and prioritisation skills with a calm and solutions-focused approach.

·       Ability to handle confidential information discreetly.

·       Intermediate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). 

Please note, if you don't meet all the criteria but believe you have the skills and passion to thrive in this role, we encourage you to apply.

So, who are we and what do we do?

QS is the world leader in higher education services, analytics, insights and intelligence. From consultancy to student mobility, academic partnerships to branding solutions, our services power both institutional and individual success.

We’re behind the world’s most widely read university rankings (Meltwater 2023). Our QS World University Rankings® reach hundreds of millions, shaping decisions and guiding futures.

Since launching in 1990, our impact and influence have only grown. Today, we work with more than 2,000 of the world’s leading higher education institutions, over 12,000 employers, and governments seeking change and socioeconomic development through higher education.

Join QS and you’ll join an 800-strong community of problem-solvers, creators, collaborators and change-makers based in 40+ countries and 11 international offices, including Australia, Malaysia, India, Romania, Singapore, France, Germany, the USA and our headquarters in London.

With every talented new hire, business acquisition and bold initiative, we’re strengthening our reach and delivering even greater value to institutions and learners worldwide. Are you ready to shape the future of higher education?

We take investing in our people very seriously.

As standard you will have:

·       Competitive base salary

·       Access to an annual bonus scheme (for qualifying roles only)

·       21 days annual leave

·       Enhanced maternity and paternity leave

·       Unicredit Bank Partnership

·       Meal tickets

·       Medical subscription to Regina Maria

·       A vibrant social environment and multicultural and multinational culture

But that’s not all. Outside of these standard benefits we also offer resources to allow professional growth, and wellness initiatives to nurture a healthy mindset:

·       Free subscription to the Calm App – the #1 app for sleep, meditation, and relaxation

·       A focus on welfare which is led by our global wellness team, with mental health first aiders globally

·       Access to a variety of diversity and inclusion initiatives and groups

·       Strong recognition and reward programs – including a peer-to-peer recognition platform, quarterly and annual QS Applaud Awards, Connect with your Career annual PD event

·       Support for volunteering and study leave 

·       Free subscription to LinkedIn learning – with over 5000 courses and programmes at your fingertips

·       Options to join our outstanding global Mentorship programme    

Equal opportunities

QS Quacquarelli Symonds is proud to be a fair and equal organisation where everyone has the same opportunity to achieve their full potential, irrespective of their background or personal attributes. We celebrate our diversity and believe through sharing our experiences we can learn from one another, be stronger together, and enable our business to thrive.

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