Office Administrative & Shared Services Specialist

Office Administrative & Shared Services Specialist

Office Administrative & Shared Services Specialist

Career Level: Min. 1 year experience on a similar role.

Job Type: Full-time.

Location: Bucharest.

What kind of attitude are we looking for?

  • Responsibility: Ability to proactively respond, take action and seek solutions to daily challenges  .
  • Out-of-the-box approach to solving
  • „Intellectual Curiosity” 😊.
  • Be accountable and able to receive feedback as it is aimed at your professional improvement.

What should you bring for our team?

Human skills (you have them, or you are willing to develop them on the job):

  • Ability to manage and communicate emotions.
  • Ability to work in a team.
  • Ability to manage emotional response to stress factors.
  • Ability to take a pause between stimulus and response to create space for rational thinking and/or emotional cooldown.
  • Ability to give and receive feedback.
  • Ability to self-assess performance.


Job Requierments:

  • Similar Experience: Previous experience in a similar role. This background is crucial for quickly adapting to the pace and demands of this role
  • Communication Skills: Excellent communication skills, capable of engaging in constructive and persuasive conversations with prospects.
  • Organizational Ability: Ability to manage multiple tasks simultaneously, with a strong focus on organization and prioritization.
  • Excellent English communication skills
  • Advanced knowledge of PC operation: Microsoft Office Pack
  • Excellent interaction and communication skills with colleagues.

Would be a plus:

  • Experience working with HR, FINANCIAL and other types of Enterprise Resource Planning solutions like: SAGA, CHARISMA etc.
  • Experience in project management and event planning.

What you’ll do:

  1. Efficient Correspondence Management: Seamlessly handle all internal communications, including telephone calls, emails, and messages, ensuring prompt and professional responses.
  2. Streamlined Shipping and Documentation: Oversee daily shipping operations, meticulously preparing and organizing relevant documentation such as AWB to facilitate smooth logistics.
  3. Travel and Accommodation Coordination: Coordinate comprehensive travel and accommodation arrangements for both internal and external clients, including the arrangement of transportation services such as Uber or Taxi for optimal convenience.
  4. Precise Document Tracking: Maintain precise records by assigning entry and exit numbers to all incoming and outgoing documents within the organization.
  5. Effective Supplier Relations Management: Cultivate strong relationships with suppliers, overseeing the procurement process from soliciting offers to purchasing and receipt of goods, encompassing various suppliers such as fuel suppliers, insurance providers, and car dealerships.
  6. Proactive Office Management: Facilitate a productive work environment by managing the reception and distribution of office supplies, fruits, and snacks throughout the company premises.
  7. Meticulous Invoicing and Financial Administration: Handle invoices and cash receipts from both internal and external clients in accordance with the financial and accounting departments’ requirements, ensuring accuracy and compliance.
  8. Supervision of Administrative Services: Supervise external service providers, including cleaning company staff, to maintain a clean and organized office space.
  9. Professional Event Protocol: Ensure seamless execution of protocol for meetings and internal events, including provision of refreshments, snacks, and catering arrangements.
  10. Thorough Contract Archiving: Manage the systematic archiving of contracts with customers, suppliers, and partners, utilizing scanning and filing techniques to ensure accessibility and organization.
  11. Specialized Support Provision: Offer specialized support across various departments including:
    • HR,
    • Finance,
    • Marketing & Communications (MARCOM),
    • Procurement,,
    • Sales
    • Example activities: creation of documents, event planning,  sales material admin and preparation.

What you’ll get in return (besides $) 😊 :

Work environment & benefits

  • Medical subscription to Regina Maria network of clinics, free-of-charge. You can choose to pay for your family and relatives or friends under the same subscription;
  • Free access to HILIO, health and well-being services platform with more than 800 doctors and specialists licensed and verified in psychotherapy, telemedicine, parenting, nutrition, coaching and financial well-being, available for you 24/7. You can talk to one of the specialists, benefiting from free monthly sessions paid by Bento. Since psycho-emotional health means both, taking care of ourselves and assuring the wellbeing of our loved ones, we have decided to extend the free phone line for the family members of each employee.
  • You will be able to work from anywhere and also come to the office for certain meetings/ceremonies ~ 1day/week;
  • Each week we have „Bento sandwich” which includes diverse type of food to make sandwiches and some snacks;
  • We provide fruits all weeklong;
  • Annual teambuilding outside Bucharest, Christmas party;
  • Coffee & spectacular view over Bucharest – sky is the limit.


  • You will have the chance to be surrounded by young, and experienced colleagues and to work in a friendly environment where we consider that each mistake is a lesson learned and a step forward in your career;
  • We are funny – there are no bad jokes, but we value respect. We like to party and spend time together.
  • We are responsible and accountable for Bento’s success this is why you will see us very often doing things that are not in our job description;
  • We are human beings. We care first about the human being rather than the role one is responsible for. We are making efforts to connect with one another in a human way.

Learning & Development

  • At Bento you own your professional and personal development.
  • We will offer you, all the necessary trainings, courses, and certifications together with our expertise suitable for your career growth, so that you can learn new things and keep up with technology.
  • You will have access to Pluralsight so that you can improve your tech skills

Culture & Context

  • Bento is an entreprenurial company, listed on the Bucharest Stock Exchange.
  • Qwned and managed by 4 guys; We are ~100 colleagues who generated 11.6 mln euros in revenue during 2023;
  • We acknowledge our colleagues side projects, passions and values;
  • We offer freedom and ask for responsibility and accountability;
  • We create as few procedures as we can in order to provide space for creativity;
  • You take part in managing and creating work context through feedback and communication.

Bento in Press:

  • We would like you to see what is happening inside Bento and our current news. You can access all the press articles and interviews HERE.

Link to Memorandum

  • As you already see, Bento is listed on the Bucharest Stock Exchange, so if you want to know more about this, you can check the Memorandum

Bento’s social media:

We invite you to find out more about us on social media channels: