HUMAN RESOURCES COORDINATOR AND PA TO DIRECTOR

The ideal candidate should have the following qualities, skills and attributes:

• Be able to speak English to C1 level & German to B2 is preferred
• Substantial experience of working in HR roles in a busy environment
• Experience working in a PA or administrative role
• Knowledge of employment law and principles of best HR practice
• Knowledge of HR policies and procedures
• Experience of managing complex diaries
• Excellent administrative and organizational skills
• Strong IT skills including Word, Excel, PowerPoint, Outlook and SharePoint
• Ability to empathize with staff, clients and managers using tact discretion and diplomacy
• It is essential that the post holder can communicate clearly and effectively at all levels. The ability to communicate verbally and in writing to a high standard is essential
• Ability to prioritize workload to meet multiple deadlines, forward plan and manage a number of tasks effectively and efficiently at the same time
• Accuracy and attention to detail, ability to remain calm under pressure
• Must be numerate for the production of spreadsheets and preparation of budgets
• Proactive and the ability to use initiative
• The role holder has access to staff personal records and information regarding sensitive issues and therefore confidentiality is essential

Intelli-Eng will provide training to enable the post holder to keep up to date with current practices and regulations and enable skill development.

The Role
This is an exciting role with a huge amount of opportunity to grow in many different areas of business. The HR Coordinator and PA reports directly to the Director and Founder of Intelli-Eng, Andy Sears. The successful candidate will be responsible for providing a seamless professional HR service to Intelli-Eng and PA duties to the Director. This includes recruitment, training and development, employee relations, plus extensive advisory and administrative support to new employees and Directors.
Requirements:

• Languages: English C1 required, German B2 is not required but highly beneficial
• Completed higher studies; Human Resources specialist course or equivalent
• Minimum of 2 years experience in HR

Main responsibilities
Recruitment

• Prepare for recruitment: with the director, align the role with the set budget, draft relevant documents such as role profiles, strategic justifications and other documentation as required
• Research the Romanian employee market for Intelli-Eng
• Plan the recruitment campaign, using suitable avenues for job posting such as LinkedIn
• Manage the interview process; run preliminary screening before sending to
• Manage temporary recruitment
• Set up an HR portal for hiring purposes

Onboarding and Induction

• Assist with organizing accommodation packages & vehicles across EU & Switzerland, where appropriate for new staff
• Complete work permit applications as required
• Organize induction programs for all new starters and temps
• Conduct HR induction on the first day
• Manage orientation process, acting as first point of contact for probation issues, providing advice and escalating to the Director

Employee Relations

• Create HR policies
• Set up Health and Wellbeing initiatives
• Provide advice to individuals and managers on HR policies and employee relation issues such as staff welfare, disciplinary / grievance, terms and conditions of employment (eg benefits, annual leave, family leave, sickness entitlement etc...)
• Make recommendations to the Director regarding issues such as poor performance, high levels of sickness absence and inappropriate behavior
• Provide pastoral care to staff as required eg signpost staff to Occupational Health, counseling services or relevant

Training and Development

• Work with the director on identifying training needs and advise appropriate training
• Identify new training initiatives for the benefit of that staff and Intelli-Eng, within budget constraints

Payroll

• Manage the payroll onboarding process for all starters and leavers, ensuring all relevant documents are completed accurately and in time for payroll deadlines
• Ensure all compliance procedures are met and records kept, for all new starters and work permits
• Manage payroll for contractual changes, extensions, queries or staff absences

PA Duties
Finance

• Assist with bookkeeping, keeping track of expenses, invoices and overall accountancy
• Tax documentation preparation
• Manage payments with suppliers

Business Administration & Marketing

• Assist with set-up of offices in other global locations, Switzerland for 2025
• Assist with company ISO certification for EU and Switzerland
• Assist with contracts & tender documentation
• Assist with procurement services - obtaining quotes
• Organize trade show events and stands
• Assist with marketing materials such as social media posts, flyers and website content
• Email clients on administrative matters
• Assistance with accreditations

Administration

• Manage the Director's complex diary, including personal and business appointments. Set up sensitive meetings with key stakeholders, prepare paperwork for meetings, plan and manage the overall working day to ensure an appropriate balance of meetings, and manage meeting follow-up activity.
• Assist with Director's personal administration – permits, passport applications, banking, accommodation, etc.
• Slide preparation
• Organizing travel to events
• Organizing client entertainment
• Taking meeting minutes
• Share weekly status of projects

Benefits

• This is a full-time position with flexible working either remotely or in the office in Bucharest, 8-5 Monday - Friday. There will be a 3-month probationary period
• Holiday Entitlement 25 days per annum
• The salary will be 7,000 RON with the opportunity to grow based on performance
• 13th salary of the year after 1 year of service
• As we are a start-up there is huge opportunity to grow your career in a number of fields from Engineering, Marketing, Business and HR

Background

Intelli-Eng Europe GmbH is a newly established construction consultancy firm specializing in complex engineering projects in Europe's pharmaceutical and data center sectors. The headquarters is located in Frankfurt am Main, Germany, and aims for sustainable growth in 2025 and 2026. Our core mission is to normalize certainty of outcome for our clients and their clients through high-level expertise and effective project execution. Formed in August 2023, we have secured contracts in Germany, with a marketing campaign and website set to launch soon. The company is currently establishing a robust core structure.
Our services encompass Engineering, Design Management, Project Management, Commissioning, and Commissioning Management.
Our goals for 2025 include expanding operations into Romania and Switzerland, along with the recruitment and onboarding of engineers.

Our Values

• Care and commitment towards the outcome
• Initiate action proactively
• Build trust through results
• Embody discipline to process

Some projects we have worked on:

Chemical Innovation Centre, Frankfurt
https://www.boehringer-ingelheim.com/about-us/corporate-profile/boehringer-olaf-scholz-break-ground-innovation-center

Lonza Switzerland:
https: //www.s-ge.com/en/article/news/20212-pharma-lonza-invests-chf-200-million-new-production-facility-visp?ct

Facebook Data Center Odense:
https://tech.facebook.com/engineering/2020/7/odense-data-center-2/