Office Manager

Role Overview

Sophos is a global leader in cybersecurity, protecting organizations of all sizes from advanced cyber threats. The Office Manager supports the effective delivery of workplace services at the Sophos Bucharest office, ensuring a safe, secure, compliant, and high-quality working environment for employees and visitors.

This role is a key local facilities contact, requiring an independent individual working closely with regional Facilities, Health & Safety, Security, HR, IT, and Finance teams. The successful candidate will take a proactive, hands-on approach to facilities operations while supporting global standards and local regulatory compliance. This is not a people management role.

Key Responsibilities

Facilities Operations

• Support the day-to-day management of Sophos’ Bucharest office, ensuring the office is safe, functional, and well-maintained
• Coordinate building services including cleaning, security, reception, waste management, HVAC, and general maintenance
• Run reception desk and oversea use of visitor management systems
• Manage courier and post services both incoming and outgoing
• Manage reactive facilities issues and ensure timely resolution
• Carry out regular site inspections and maintain action plans

Health, Safety & Compliance

• Take the role of Secretary of the OHS Committee (CSSM - Comitetul de Securitate si Sanatate in Munca at company level)
• Support compliance with Romanian Health & Safety legislation (SSM and PSI)
• Assist with risk assessments, fire safety compliance, drills, and documentation, Support contractor induction and compliance checks
• Assist with incident reporting and corrective actions

Vendor & Contract Management

• Liaise with the landlord, property managers, and service providers
• Support contract and SLA management
• Raise and track purchase orders and invoices
• Support budget tracking and cost control

Workplace Services & Projects

• Support office moves, space reconfigurations, and furniture installations
• Assist with workspace and meeting room management
• Support workplace related employee initiatives and office events ensuring seamless end user experience

Stakeholder & Employee Experience

• Act as a point of contact for facilities related queries
• Communicate facilities updates and planned works clearly
• Build strong relationships with internal and regional stakeholders

Reporting & Administration

• Maintain asset registers, inventories, and compliance trackers
• Prepare reports for Facilities Manager and regional leadership
• Support continuous improvement of facilities processes

Skills & Competencies

• Strong organizational and problem-solving skills
• Hands-on and service-oriented approach
• Understanding of workplace health, safety, and security principles
• Ability to manage multiple priorities in a corporate environment
• Strong communication and stakeholder management skills

Experience & Qualifications

Essential

• Experience in facilities, office management, or workplace operations
• Knowledge of Romanian Health & Safety (SSM/PSI) with current SSM 40 hour OHS (SSM) training Certificate, or be willing to complete upon joining Sophos (costs will be covered by the business)
• Experience managing vendors and service providers
• The candidate must meet the legal requirements necessary to obtain the occupational health and safety (OHS) professional certification, including completion of secondary education (theoretical track with a science-oriented profile, e.g., mathematics and informatics or natural sciences, or a technological track with a technical profile)
• Fluent Romanian and good working knowledge of English

Desirable

• Experience in a multinational or corporate environment
• Facilities, health & safety, or technical qualifications
• Experience supporting office projects
• First Aid Certification