Office Assistant - Fixed Term Position

Medpace Poland is seeking an office-based Administrative Assistant to join our team in Warsaw. This position will cover a maternity leave and therefore be a fixed term position for 12 months starting from September 2023. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

• Is responsible for office reception area, being the main point of contact for office visitors, clients and associates;
• Supports Office Service Coordinator and Regional Facilities manager with general office administration, supply management, and office projects (including finance and project related tracking) related to the Facilities function;
• Supports administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assists in the coordination and organisation of meetings, events and appointments for all groups within the office, as requested;
• Work with HR and IT to welcome and onboard new starters to the Warsaw office;
• Use internal facilities management software to manage planned and reactive maintenance tasks, as well as desk and office assignments;
• Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building, grounds and consistently high standards;
• Under supervision, responsible for assisting with coordination of all health and safety procedures for the office;
• Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies; and
• May be responsible for other projects and responsibilities as assigned.

QUALIFICATIONS/REQUIREMENTS

• High School Diploma;
• Experience in Facilities/office administration is preferred;
• Basic knowledge of Health and Safety, Risk Assessments and emergency procedures required;
• Knowledge of MS Word, Excel, and PowerPoint;
• Fluency in English;
• Strong communication skills (both written and verbal); and
• Excellent organizational and prioritization skills with a high attention to detail.

Travel: None