Administration Assistant (Temporary Assignment)

We are looking for a well-organized and proactive Administration Assistant (temporary assignment) to support the day-to-day running of our office and provide administrative support to employees and managers.

This role will support office operations help keep the workplace organized and welcoming and assist with administrative facility and supplier-related tasks.

Key Areas of Responsibility:

Office Operations & Workplace Experience 

• Support the daily functioning of the office helping to keep it professional organized and welcoming
• Serve as a point of contact for employees visitors and external partners
• Support front-of-house activities including welcoming visitors and helping with reception-related tasks
• Help ensure meeting rooms and shared spaces are prepared and ready for use
• Support the use of shared office resources such as desks and parking spaces ect

Facilities & Infrastructure 

• Help monitor the office condition and report maintenance or repair needs
• Follow up on building-related topics together with the landlord and service providers
• Coordinate basic office services such as cleaning maintenance requests and office supplies
• Help ensure the office is ready for daily use and employee needs

Vendor & Contract Management 

• Support the ordering of office-related services and supplies
• Help coordinate communication with suppliers and service providers
• Assist with basic contract administration and keeping documentation organized
• Support internal processes related to office purchases and supplier cooperation

Administrative support to teams and leadership 

• Provide administrative support to team members and managers
• Support calendar coordination meetings and internal bookings
• Help prepare meetings including agendas materials and logistics
• Assist with other day-to-day administrative tasks as needed

Internal communication and coordination 

• Support internal communication within the office and across teams
• Draft and share announcements reminders and updates such as office initiatives or events
• Help organize internal initiatives workshops and team activities
• Support keeping communication channels clear and well organized

Competencies & Skills 

• Strong organizational and prioritization skills
• Attention to detail and ability to handle multiple tasks simultaneously
• Clear and professional communication both written and spoken
• Proactive and helpful approach
• Ability to work independently while cooperating with different people and teams
• Basic understanding of administrative processes and office operations
• Confident use of MS Office especially Outlook Excel Teams and Planner

Qualifications :

Required: 

• Previous experience in office administration workplace support or similar role 
• Experience working in an international or corporate environment 

Nice to have:

• Some exposure to procurement contract administration or internal procedures
• Experience supporting a hybrid or flexible office environment

Additional Information :

This is a temporary role. The position requires on-site presence and close collaboration with internal teams.

• Group life insurance
•  Medicover premium with a dentist
•  Worksmile cafeteria and 500 points per month to be used in vouchers
•  English lessons
•  Referral bonus (starting from 6500 PLN gross depending on the position)
•  Chill room with table football and PlayStation
•  Lloyds insurance (available for B2B contractors)
•  Glasses subsidy (300 PLN/year for CoE employees)
•  Access to platforms like: OpenUp Pluralsight and GoodHabitz

Hiring Process  

1. Intro Call (20-30 min) A quick chat with our People & Culture team member to get to know each other and see if were a good match. 
2. Interview with the team leader  a deep dive into your experience and problem-solving approach. This stage takes place face-to-face at our office.
3. Feedback & Final Decision We value your time so we wont keep you waiting. Expect clear feedback and next steps shortly after. 
    

Get in touch with us today!

You can apply by sending your CV by Apply Now or to the People Learning & Development Specialist Anna Moskal-Chabowska. 

Clause Regarding the Prohibition of Assistance Tools During Recruitment Interviews

In the interest of equal opportunity and transparency in the recruitment process we would like to inform you that during job interviews (both remote and in-person) the following are not permitted: - the use of tools based on artificial intelligence (AI) including chatbots response generators translators or content creation aids - recording of interviews without prior and explicit consent from a company representative - the use of applications that generate automatic notes or transcriptions of meetings (e.g. Notion AI Fireflies etc.).

Please dont forget to put the clauses you accept in your resume:

I agree that my personal data will be processed by Shiji Poland Sp. z o. o.  in order to recruit for the position I am applying for.

I agree to the processing of my personal data by Shiji Poland Sp. z o. o.  for the needs of future recruitment.

We thank all applicants for their interest however only those candidates selected for interviews will be contacted.

Remote Work :

No

Employment Type :

Full-time