Business Operations Assistant

Turner & Townsend started an exciting journey to create One Global Business by bringing Turner & Townsend and CBRE Project Management (PJM) together in June 2024. Our people are our greatest asset and their development is one of our key priorities.

As a result of the ongoing growth we are looking for a Business Operations Assistant for Romania. This role will be reporting into the Country Director Romania.

The Business Operations Assistant is responsible for ensuring smooth and efficient day-to-day business/office operations. The role acts as a central point of coordination for local operational activities and vendors with a strong hands-on presence where needed.

In addition to general operations the role provides practical and hands-on support to HR and Finance processes particularly in areas that require local coordination document handling and direct employee or vendor interaction. The position plays a key role in enabling business continuity operational consistency and a positive employee experience across Romanian team. This role assumes the usage of internal T&T financial platforms while the relevant training shall be provided.

This role is also related to the business development process ensuring that bidding policy of T&T is adequately followed in related country.

Internal communications in Romania is also a part of the role following the relevant T&T policy.

Key Responsibilities

1. General Business Operations

• Ensure smooth day-to-day business operations including large meeting and event coordination vendor cooperation and oversight of document circulation (including invoices and settlements).
• Maintain office operating standards in cooperation with dedicated CBRE contacts (reception meeting rooms services supplies office access badges).
• Develop implement and update office-related procedures (visitor management shipments archives GDPR compliance in office scope clean desk policy).
• Manage office phone line handling where applicable.
• Actively participate in employee onboarding and offboarding from an operational perspective.

1. Business Development & Marketing Support

• Ensure that bid policy of T&T is implemented support presentation development
• Contribute to the creation of local capability statements attendance at relevant business conferences etc.

1. Business Travel & External Provider Coordination

• If needed being a point of contact with the appointed travel agency as for travel arrangements in line with company travel policy.

1. Executive & Event Support

• Support country director in organizing management meetings offsites workshops town halls and team-building events.
• Manage end-to-end logistics: venue selection catering AV equipment agendas materials participant communication and translations if required.
• Cooperate with external agencies and event providers including budget oversight and settlement.

1. Finance Operations & Accounting Cooperation

• Manage invoice workflows: collection description cost allocation approval routing and submission to accounting.
• Control cost compliance with contracts and budgets; investigate and resolve discrepancies.
• Support employees with business expense settlements (travel expenses allowances advances) in line with company policies.
• Maintain records of operational orders and office OPEX cost tracking.

1. Coordinate HSE in collaboration with the Management and external provider.
   • HSE / Occupational Health & Safety (e.g. trainings inspections)
   • Office operations (operating costs consumption)
   • Environmental metrics (waste segregation utilities usage ESG-related KPIs office environmental footprint where required).
   • Cooperate with external HSE providers and specialists to coordinate activities required by local regulations (inspections measurements trainings).
   • Maintain proper documentation and ensure compliance with internal policies and legal requirements.
2. Courier Services & Logistics
   • Organize and monitor domestic and international courier shipments including pickups and returns.
   • Negotiate courier rates manage settlements and handle complaints.
   • Maintain shipment and cost records; recommend process improvements for packaging and addressing efficiency.

1. Other Cross-Functional Support
   • Support onboarding of new employees.
   • Manage the employment related documentation flow (between T&T & external payroll provider)
   • Ensure new employees are properly introduced to processes related to business travel expense reimbursement and operational policies.
   • Cooperate with IT on employee equipment lifecycle: ordering and setup of laptops for new hires and collection from offboarding employees according to company procedures.
   • Manage the relations with benefits providers.

Qualifications :

• • 3-4 years of experience in business operations business support HR administration finance operations business development or a similar coordination role
  • Experience working with external vendors and service providers (e.g. facility management travel agencies couriers accounting firms telecom providers etc)
  • Exposure to HR and finance operational processes such as onboarding/offboarding expense reimbursements invoice workflows and document handling
  • Experience supporting multiple stakeholders or teams is highly desirable

Key Competencies & Skills

• • Excellent planning prioritization and follow-up skills
  • High attention to detail combined with a pragmatic solution-oriented mindset
  • Hands-on proactive and service-oriented attitude
  • Comfortable working with both routine administrative tasks and ad-hoc operational matters
  • Strong interpersonal and communication skills with the ability to work effectively with employees directors vendors and central teams
  • High level of ownership and reliability
  • Accountable and able to deal properly with confidential data
  • Fluent Romanian and English (spoken and written)

Additional Information :

Our inspired people share our vision and mission. We provide a great place to work where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy productive and flexible working environment that respects work-life balance. We also encourage our staff to strive to make a difference and become involved in various working committees and forums (for example Inclusion Working Group Social & Wellness Learning & Development Corporate Social Responsibilities and Net Zero Vision).

At Turner & Townsend we offer a competitive remuneration package and company benefits.

Turner & Townsend value greatly and have a focus on Corporate Responsibilities (CR) this includes a days leave entitlement to support a local charity or community activity along with the opportunity to participate in several office events that held throughout the year.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from people from all sectors of the community.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review.

Remote Work :

No

Employment Type :

Full-time

Experience: years
Vacancy: 1