Office Assistant

Our corporate activities are growing rapidly, and we are currently seeking a full-time Facilities Office Assistant to support our team and office operations in Warsaw, Poland. 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.

Reporting directly to the Regional Facilities Manager you will:

• Be responsible for office reception area, being the main point of contact for office visitors, clients and associates;
• Be responsible of the local invoice flow; responsible for receiving and managing all the coming invoices through Ksef, using internal finance/invoice management systems;
• Assist the Facilities team with coordinating repair and maintenance with vendors, landlord.  Works closely with Facilities Management on supply ordering/management, and follow up on vendor performance (housekeeping, repair vendors, etc.);
• Support the Fleet Coordinator and the Facilities Team with administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assist in the coordination and organization 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;
• 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.

• High School Diploma or equivalent;
• Good experience in office administrative services/office management; Finance or accounting knowledge is considered an asset;
• Basic knowledge of Health and Safety, Risk Assessments and emergency procedures;
• Knowledge of MS Word, Excel, and PowerPoint;
• Fluency in English and Polish;
• Strong communication skills (both written and verbal);
• Excellent organizational and prioritization skills with a high attention to detail;
• Valid driving license required.