Office Executive (Part-Time, Wednesdays & Thursdays) Cluj-Napoca

Office Executive (Part-Time, Wednesdays & Thursdays)
Cluj-Napoca
Cluj-Napoca, Cluj County, Romania

About the company

Food waste is a $1 trillion problem – costing the world over 1% of global GDP. We’re dead set on solving the problem and looking for people to help us achieve our mission. We, at Winnow, believe that food is far too valuable to waste, and that technology can transform the way we produce food. Our team is made of people who all share a passion for food and technology.

Winnow was founded in London in 2013 to help the hospitality industry prevent food waste through internet of things tools in the kitchen. We have worked with hundreds of sites and are operating in over 70 countries around the world supported by our offices in London, Dubai, Shanghai, Singapore, Romania and North America. We are a rapidly growing company with a strong base of clients who are rolling out our system globally. We have
- chip customers including Accor Hotels, IKEA, IHG, Marriott, Compass Group and many others.

Winnow’s clients on average reduce waste by over 50% by value and sustain savings. Winnow has now worked with hundreds of sites to reduce food waste, including hotels, universities and schools, staff restaurants, event/hospitality kitchens, buffets, pubs, and high street restaurants. Where the system is permanently adopted,
- consumer waste value is reduced by 50% - 70% with no detrimental impact to the perceived quality or value of the offer to their customers. This represents a typical improvement of food cost savings of 3% to 8% on total food cost spend.

As the global leader in addressing food waste, we are committed to continue pushing the envelope on what technology can do to solve this problem. Winnow Vision, our new artificial
- based technology, is trained to automatically track all food waste thrown away. It has won awards at the World Economic Forum and has been received tremendous enthusiasm from our clients and the industry. You can read more about it on our website and this article in Forbes.

We are passionate about living our values and place them at the centre of everything we do. We are excited about like minded talent who share these values, joining us in our mission:

Equal parts head and heart. We’re both passionate and measured. We carefully balance the need for quick solutions and pragmatism with the ability to step back, take in the bigger picture and build for the long term.

Bravely honest. With each other, that means we’re a transparent organisation where healthy, respectful debate is encouraged. With our customers, we challenge them if we don’t think they’re achieving their goals, whether they be environmental or financial.

People of action. Done is better than perfect, and we learn by boldly doing then rapidly improving. We’re breaking new ground, so we know things might go wrong. But we judge ourselves and each other on our reaction and our resilience.

Bound by food. We’re a diverse bunch, but our belief in the value of food is the common thread in everything we do. With each other, we celebrate through our love and respect for food. With our customers, it means we work hard to develop creative tools to make it easy for chefs to value food.

Hungry and humble. Our product is revolutionary, our people are impressive, and we’re hungry for change. But, we’re just the catalyst for a bigger movement. We stay humble regardless of our success, and make chefs the heroes in this journey.

People and planet positive. We’re caretakers of the planet, helping to preserve and support it for now and the future. Our work already minimises the impact that the hospitality industry has on the planet, and we’re also committed to actively reducing our own footprint while doing so. We’re leaving the planet and its people better off than we found them.

This is an opportunity to join an exciting organisation and help us propel our growth at what are truly the most exciting and dynamic points in time in our business. You will work alongside a driven team who are motivated by building an exciting business and leaving the world a better place than we found it.

About the role

We are seeking a proactive and
- on Office Administrator to join our team. This role is
- based (Bulevardul 1 Decembrie 1918) and is two days a week (Wednesdays and Thursdays), supporting all office activities on the days our 45-person team is working from the office. In this role, you will oversee and support all local administrative tasks, ensuring the office runs smoothly and efficiently.

This is a varied and interactive role, perfect for a
- solver who thrives on getting things done while engaging with colleagues. From managing office logistics to supporting
-
- day operations, you'll play a key role in creating a
- organized, productive, and welcoming environment for the team.  

Responsibilities

New hire onboarding (roughly 1 new joiner per month) and benefits administration: 

• Receive and file hard copy documents for new joiners e. g. signed contracts and ID checks;
• Coordinate
  - employment medicals for all new joiners, updating our HRIS (Bob) once done;
• Meet all new Cluj-based permanent joiners to share benefit options and explain enrolment; processes, and manage any changes colleagues wish to make to their benefit elections;
• Organise meal cards for all new joiners and monthly card updates for permanent employees;
• Maintain benefits records as required;

Payroll, financial, and documentation administration: 

• Compile and submit monthly reports for accountants, including the timesheet, benefits report, meal coupon orders, sick leave documentation, and Pillar 2 request forms (where applicable);
• Verify payroll reports and reconcile any discrepancies with accountants;
• Support in filing local invoices and employee expenses;
• Maintain hard copy employee records as legally required, including filing annual pay review and health and safety documentation;

Office operations: 

• Order and maintain office supplies, including breakfast pastries, and monthly office cakes; 
• Act as the primary point of contact for visitors, vendors, and building management, resolving any
  - related issues promptly;
• Support as required with office events including the annual Cluj Hackathon, internship; program, Christmas party, and team social events;
• Provide timely support with visa applications for those traveling to Cluj from other offices; 
• Oversee and coordinate international product shipments;
• Complete ad hoc tasks as delegated by the office head;

Requirements

Education and experience

• You will have previous experience in a busy administration role;
• Excellent communication and interpersonal skills;
• You will be comfortable using the Google suite of applications having used these daily in a previous role; 
• You will be able to confidently run simple formulas in Excel / GSheets; 
• Experience with other databases such as an HRIS or finance system advantageous;

Personal attributes

• You have excellent attention to detail; 
• Incredibly organised, you can effectively manage your time, prioritise multiple activities in parallel, and complete tasks to tight deadlines;
• You are comfortable taking ownership and accountability for your work and can work independently with minimal supervision;
• With excellent communication skills and fluency in English, you can build
  - lasting and effective relationships with others;
• You are proactive and enjoy suggesting and implementing innovative solutions to improve the way things get done;

Our shared attributes

• You are both passionate and measured. You carefully balance the need for quick solutions and pragmatism with the ability to step back, take in the bigger picture, and build for the
  - term;

• You are transparent in your approach and enjoy healthy, respectful debate. You work hard to build open and honest collaborative relationships;
• You get things done and seek to continually improve. Your customers want you on their team;
• You are passionate about the value of food and are committed to the fight against food waste;
• You are humble in approach and quick to pitch in if you see someone struggling;
• You are passionate about our planet and are committed to making the world a better place;

Benefits

• Competitive base salary 
• Meal tickets - 35 RON per working day
• 10 days of paid vacation time
• Company
  - funded private health insurance and eye care allowance
• Life insurance
• Eligible for discretionary annual bonus
• Employee Assistance Programme - 24/7 helpline for your wellbeing
• Learning and development allowance of 1, 730 RON annually 
• Our own office space with a great working environment 
• You will love what you do – waking up every day solving one of the biggest social problems of our generation - food waste
• Committed team members with broad experience who share a common passion to build a world class business