Boston Scientific Office Coordinator 

Romania, Bucharest 

894619485

Office Vendors Management

( mainly: BCD Travel Agency – AS Travel, ARVAL – car lease, VODAFONE – telecom services, Medlife – Labor health checks, EUROFIN (Labor protection services), SWISS Solutions – translation services, IT providers, PRO COPY Office supplies)

Official Contact person for all Vendors, non-direct sales related.

Creating new vendors in SAP and myBUY/Ariba upon colleagues’ requests and/or when necessary.

Collaboration with the tender/regulatory/HR/quality department on sending to the translation office the documents whose translation is required to be submitted at tenders (asking for quotation, raising PO in myBuy, confirmation to the translation office after the PO approval and then checking that the documents are sent in due ).

Scheduling all colleagues for the labor medicine control upon employment and on regular basis (annually)

Monitoring that all colleagues attend the courses related to the labor protection services, as per local requirements. Subsequently, making sure the colleagues sign the labor protection charts.

Ordering vehicles for the related colleagues and keeping the relation with ARVAL. Informing the colleagues whenever ARVAL sends information, plates numbers or fuel cards.

Ordering office supplies, upon needs and requirements, always raising PO in myBuy. Ordering business cards for Romanian and other SEE colleagues (with PO in myBuy).

Office Meetings/Organized events

Ask for quotation from hotels and negotiating the fees to fit in the budget constraints.

Contact person in the relation with the vendors for making sure the invoices are according to the negotiated terms, in order for the accounting to process the invoice.

Concur Expense Receipt Processor

Filling in new colleagues’ data for registering in Concur.

myBuy_Super User

Active participation in trainings for understanding the transition to myBuy and the purchase to pay process.

Creating PO-s, ensure their accuracy in myBuy.

Identify eligible vendors for raising PO-s on monthly basis for all vendors registered in the system (Vodafone, Eurofin Consulting, Dworkin, TRYAMM, MedLife,

Monitor the expenses versus the PO amount.

Meeting the KPI related to PO process.

CONTINUOUS OFFICE SUPPORT

Support for the colleagues when facing issues with the vendors or other issues that negatively affects their day-to-day activity (colleagues both from Romania and SEE).

Receiving packages at the office and informing the related colleagues; sending packages abroad upon colleagues’ requests.

Active involvement in events organized at corporate level.

Other requests coming from the Country Manager and/or the Regional Finance related to daily operations of the BSCI.

Requirements:

• Bachelor’s degree in business administration, Management, or a related field preferred.
• Minimum of 1-3 years of experience in office administration or coordination roles.
• Experience in a multinational company or a fast-paced environment is a plus.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Problem-solving skills and attention to detail.
• Fluency in Romanian and English is required; additional language skills are a plus.
• This position requires working in an office environment with standard office hours.

Our offer:

• Opportunity of development in an international company
• Meal vouchers
• Extra day off for your birthday
• Extra day off for 1st day of school if you have kids
• Life insurance
• Transportation allowance