Administrative & Document Controller M/F – Bucharest
Bucharest, Romania ● Permanent Contract ● Administrative Support
At Qair, we have chosen a flexible organization that promotes versatility among our employees and allows the company to constantly adapt to market needs.
Our corporate culture is inspired by the entrepreneurial spirit that has driven Qair since its inception. Far from traditional hierarchical management, we encourage initiative and autonomy, fostering an environment conducive to innovation and creativity.
We are an independent renewable energy producer. Our 780 employees operate over 1.7 GW of assets in the 20 countries where we are present and are developing a portfolio of more than 35 GW.
Our culture, based on trust and mutual respect, allows our employees to thrive professionally and actively contribute to the company's success. By unleashing the potential of each individual, we boost collective performance and equip ourselves to meet the challenges of a constantly evolving market.
Qair Renewables Romania has been present on the Romanian market since 2020 and has rapidly expanded its local portfolio of renewable energy projects. Initially focused on wind assets, the company has diversified into photovoltaic and energy storage projects at various stages of development.
Based in Bucharest, the local team plays a key role in the development and implementation of Qair’s projects in Romania, working closely with the Group’s international teams to support portfolio growth and the launch of new projects in the coming years.
As part of the Qair Renewables Romania team, the Administrative & Document Controller is a newly created role supporting the company’s growth and expanding project portfolio in Romania. The position plays a central role in structuring, coordinating, and managing legal, contractual, and project-related documentation across the Romanian subsidiary and its project entities.
The Administrative & Document Controller is responsible for establishing and maintaining robust document control, contract administration, and compliance processes throughout the lifecycle of renewable energy projects. The role ensures consistency, accuracy, traceability, and regulatory compliance of all legal, contractual, administrative, and commercial documentation.
The position is based in Bucharest.
You are looking for a stimulating and empowering challenge, where boldness and innovation are rewarded? Join us and unleash your potential!
Main Tasks
Acting as a key support function for the Project Development and Project Management teams, the role provides hands-on assistance with document templates, official correspondence, contract administration, regulatory requirements, and the coordination of permits and approvals. The position also supports contract-related commercial and financial follow-up (such as purchase orders and invoice verification), in close collaboration with internal stakeholders and external partners.
The role requires close collaboration with local teams (project development, project management, operations) as well as coordination with Group functions to ensure alignment with internal procedures, documentation standards, and compliance requirements across all Romanian projects.
Document Control & Project Documentation
- Develop, standardize, and maintain document templates required for the execution of renewable energy projects (requests, notifications, internal memos, contracts, purchase orders, technical and administrative documents);
- Ensure consistent use of approved templates, documentation standards, and version control across all projects;
- Provide ongoing documentation support to Project Development and Project Management teams throughout the project lifecycle;
- Manage, organize, and maintain project and company documentation in compliance with internal procedures and regulatory requirements;
- Organize, archive, and ensure traceability and audit readiness of all project documentation.
Contract Management & Commercial Administration
- Manage contracts with partners, suppliers, and project developers;
- Prepare, review, and administrate commercial and contractual documents, including contracts, purchase orders, and related documentation;
- Monitor contract execution, validity, key milestones, deadlines, and expiration dates;
- Draft, review, and manage contract addenda and contractual updates;
- Maintain accurate and up-to-date records of suppliers, partners, and contractual obligations;
- Track the commercial performance of contracts and support contract-related reporting;
- Organize, archive, and ensure proper versioning of all contractual and commercial documents;
- Support Project Managers in coordinating documentation, contracts, and commercial processes;
- Support contract review from a legal and compliance perspective, in collaboration with internal stakeholders.
Financial & Contractual Support
- Verify invoices against contractual terms, purchase orders, and delivery milestones;
- Track invoicing status, payments, and supporting documentation;
- Support the accurate monitoring of costs related to contracts and project activities, in collaboration with Project Managers and Finance teams.
Regulatory & Legal Support
- Analyze and extract specific requirements from applicable laws and regulations relevant to renewable energy projects (e.g. conditions related to permits, approvals, or the expiration of technical connection permits);
- Support project teams in ensuring compliance with regulatory, contractual, and legal requirements throughout project execution.
Skills Required
- 3 years of experience in a similar legal, contract administration, or document management role;
- Higher education in Legal Studies (Master’s degree preferred);
- Strong ability to analyze legislation and interpret legal and regulatory requirements;
- Proven experience in document control and contract administration, preferably within renewable energy, infrastructure, or project-based environments;
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams);
- High attention to detail with excellent organizational and time-management skills;
- Strong analytical and problem-solving abilities;
- Autonomous, reliable, and proactive, with a structured and results-oriented mindset;
- Excellent interpersonal and communication skills, with the ability to collaborate effectively across teams and stakeholders;
- Fluency in Romanian and English (French is an asset).
Benefits
What We Offer
- Opportunity to work on impactful renewable energy projects ;
- Collaborative, international working environment ;
- Professional development opportunities within a growing sector ;
- Competitive compensation package.
TYPE OF CONTRACT: Permanent employment contract with Qair Renewables Romania.
JOB LOCATION: Bucharest.