Documentation, Archiving and Reporting Specialist

Contract type: Fixed-term employment contract, with possibility of extension

Schedule: Full-time, 8h/day

Project duration: Through October 31, 2026, with an extension option through October 31, 2027

Location: Bucharest, Romania · Hybrid (2 days/week in the office)

About the Role

We are looking for a Documentation, Archiving and Reporting Specialist to manage documentation, data coordination, and archiving for an outsourced services project delivered to a multinational IT client. In this role, you'll support compliance, administrative efficiency, and the client's operational needs by collecting, organizing, maintaining, and submitting all data and documents required by internal stakeholders and external authorities.

Tasks

• Manage the full process of collecting, validating, and organizing data requested by the National Institute of Statistics and other government or regulatory bodies.
• Ensure accurate, complete information is submitted on time, in line with reporting calendars and applicable legal requirements.
• Maintain records of all submitted reports and correspondence with authorities for audit and compliance purposes.
• Monitor legislative and procedural changes related to data reporting and proactively flag any changes that may affect ongoing obligations.
• Coordinate the archiving process: classification, indexing, storage, and retrieval of physical and electronic documents.
• Develop and maintain an efficient document retention system in line with internal policies and legal retention periods.
• Oversee the secure destruction or deletion of obsolete documents, in compliance with the client's data protection and confidentiality rules.
• Ensure the integrity, confidentiality, and traceability of archived materials.
• Organize, maintain, and update all documentation related to fixed assets (acquisitions, transfers, disposals, depreciation).
• Support the client's internal teams in maintaining accurate asset registers and documentation for audit and financial reporting.
• Ensure consistency between physical asset records, accounting data, and related documentation.
• Prepare periodic status reports covering completed activities, work in progress, and upcoming deadlines.
• Maintain logs and indexes of all archived or submitted documentation.
• Issue compliance reports confirming data submissions to government bodies.
• Flag risks, issues, or delays early, along with proposed corrective actions.
• Periodic status reports.
• Documentation logs and indexes for archived and submitted materials.
• Compliance reports on submissions to authorities.

Requirements

• Completed higher education (Economics, Business Administration, Public Administration, Law, or a related field).
• Minimum 2 years of experience in administrative, back-office, reporting, or document management roles.
• Hands-on experience with reporting to public authorities (experience with Romania's National Institute of Statistics is a strong plus).
• Solid MS Excel skills (formulas, filtering, pivot tables) and MS Office in general.
• English language skills at an intermediate-to-advanced level (written and verbal communication with international teams).
• Rigor and attention to detail, with a proven ability to work with large volumes of documents.
• Ability to organize your own work independently and meet deadlines consistently.

Nice to Have

• Experience with archiving (physical and digital) and knowledge of document archiving regulations.
• Basic accounting knowledge, particularly around fixed asset records and depreciation.
• Prior experience in a multinational corporate environment or in outsourced services projects.
• Certified archivist training/qualification.
• Experience with ERP systems (SAP, Oracle) or document management platforms.