Assistant manager

Job description

Performs administrative and office support functions

• Reports to: General Manager
• Provides support and interracts with:

1. Navyk team
2. third parties outside the company: clients and suppliers, accounting company, bank, financial & fiscal authorities, ITM, AJOFM, job applicants, others.

Priorities

• hour administration
• financial administration

Detailed task list

Financial administration

• daily:
• primary accounting records
• updates bank accounts and cash register in ERP

• monthly:
• makes payments: invoices, salaries and taxes
• makes invoices
• checks the monthly financial documents
• informs General Manager about financial overview and provides relevant reports on request
• archives files

• once a year:
• inventory

Hour administration

• daily:
• checks hour booking in ERP
• notes any error made in individual hour booking and takes measures to correct it, by talking to the person in question

• monthly:
• makes the individual timekeeping for each employee, based on ERP
• makes the collective timekeeping for the accountant

Personel administration

Recruitment

• prepares advertisements for vacant staff positions and posts them by means of appropriate channels (internet, local paper, University, AJOFM)
• creates and updates CV database
• schedules and organizes interviews
• conducts reference checks on possible candidates
• informs unsuccessful applicants

Personnel

• makes and updates contracts
• provides assistance in writing job descriptions
• provides advice and assistance when conducting staff performance evaluations
• delivers certificates, additional documents to the contracts and any other extra documents related to personnel
• updates Revisal in due time in case of changes regarding employees or their contract terms
• completes REGES (“Registrul General de Evidenta al Salariatilor”)
• promotes workplace safety and ensures that House Rules are followed
• labour protection procedures – twice a year and for every new contract
• periodic medical control – for every new contract and once a year for each employee
• organizes detachering procedures
• organizes staff activities, such as: birthdays, monthly teamdrinks or teambuildings.

Office administration

• maintains office space
• keeps track of the stock of protocol items and office supplies
• filing, document preparation, calendar scheduling and other administrative duties as required