Position Overview:
Working closely with the HR, IT Service Desk and Senior Management teams, office administrators are responsible for keeping our office running smoothly. This role involves a wide range of duties, including:
- Arranging daily food deliveries with caterers and suppliers and ensuring SLAs are met.
- Maintaining an organized and well-stocked pantry.
- Liaising with multiple external suppliers to maintain the office’s physical environment; whether that be cleaners, plumbers, electricians, engineers or building management.
- Maintaining the office stationery, business cards and company branded equipment.
- Responsible for the repair and maintenance of office equipment.
- Processing inbound/outbound mail to the Warsaw office, distributing to employees, and arranging local couriers and international carriers.
- Greeting visitors and coordinating in-person or VC meetings.
- Ensuring health and safety standards up to date, arranging fire safety/first aid training as needed.
- Planning quarterly office events at various new and interesting venues across Warsaw, and running these events employees.
- Using Workday daily to submit office expenses.
- Contract negotiation with external vendors, including liaising internally with legal and finance departments.
- Working with our technical service desk team to coordinate desk moves and troubleshoot hardware issues for users.
- Producing high quality emails and messages to individuals at all levels of the organization.
- Managing multiple internal systems and processes, completing data entry to ensure accurate collation of information to senior management.
- Supporting HR with the onboarding/offboarding process by helping schedule interviews, orientations, and desk arrangements.
Required Qualifications:
It requires someone who is confident of their own abilities, able to juggle several requests at any one time, and able to remain friendly and approachable when communicating with multiple personalities.
- Bachelor’s degree level education or equivalent
- 3 years’ experience in a similar role
- Strong proficiency in Microsoft office, specifically Outlook and Excel
- High level of confidence using software and internal platforms and ability to pick up new systems
- Experience with Workday for expensing
- Experience using an issue tracking system or ticketing software
- Previous roles in finance industry are a bonus
- Use of floorplan management software in previous roles is a bonus
- Able to work occasional weekends or events, as needed
