Administrative Affairs Responsible – pharmaceutical field

Administrative Affairs Responsible – pharmaceutical field

Main Responsibilities

Financial

• Checking VAT numbers of vendors and clients, consulting ANAF website fiscal information and arranging all payments of vendors invoices twice/month
• Primary accounting – issuing invoices, preparing monthly cash flows, arranging the pickup of the treasury statements twice/month
• Preparing monthly sales report
• Being the contact person for external accounting company – offering explanations regarding invoices/payment/financial documents or procedures, cleaning and security companies
• Arranging all original financial documents and archiving them at office
• Requesting and receiving from clients/vendors balance sheets in order to arrange a reconciliation with external company and HQ
• Sending monthly Intrastate invoices for VAT declaration.

HR

• Following and arranging periodical medical checks for employees in Romania facility.
• Keeping record and preparing monthly presence sheet for HR payroll
• Keeping in touch with external company of labor protection and fire prevention and taking actions when they recommend
• Sharing the files for labor protection and fire prevention on a periodical basis to our colleagues and checking them to be signed by all team (in order to act according to law)
• Keeping record and updating vacation report
• Arranging rent payment and utilities payment for expats + other administrative issues
• Preparing documentation and arranging payment of fees for residence permit renewal – according to advice of lawyer.

Administrative

• Arranging accommodation for our colleagues and guests (flights/hotel/transfers/reservations)
• Answering calls and greeting visitors, preparing coffees/teas for guests
• Managing written communications – receiving and redirecting correspondence
• Collecting and archiving consumption files (materials used in production on a daily basis)
• Responsible of ordering & receipt of office supplies (water, coffee, tea)
• Making introduction for new employees – HR/IT issues (cards, Outlook accounts, laptops)
• Providing requested information to HQ HR dpt. in case of employee resignation
• Responsible of handing over laptop, cars, phone to colleagues and keeping record of them – taking care of handover of company goods in case of employee resignation
• Preparing invitation letters for foreign colleagues who wants to apply for visa
• Researching for accommodation for short/long term for guests/employees
• Protocol – arranging meeting rooms in case of need
• Contact person for Key Account Manager – providing information/documents from office when he is working remote (sales assistance and support)
• Arranging the yearly renewal of functioning authorization of the company from City hall (providing docs and payment).