Administrative Assistant Receptionist

Position purpose:

The Receptionist / Administrative Assistant plays a key role in ensuring the smooth day-to-day operation of the Kraków office. As the first point of contact for visitors and employees this position requires a professional friendly and proactive individual who can deliver excellent service while supporting administrative and office management functions.

This role involves close collaboration with the local Office Manager and global teams contributing to a positive office environment and efficient workplace operations.

Reception & Front-of-House Management

• Provide a full reception service in a polite and professional manner welcoming and assisting all visitors clients and employees
• Ensure the reception area is consistently clean organized and presentable
• Manage switchboard and incoming calls directing queries appropriately
• Oversee visitor management processes including visitor registration badge issuance and desk booking coordination

Office Operations & Facilities Support

• Conduct daily and weekly office checks to ensure cleanliness and report issues to the Office Manager
• Manage reception housekeeping and coordinate with cleaning vendors where needed
• Support maintenance and presentation of conference rooms including booking coordination
• Prepare refreshments for visitors and meetings as required
• Manage car parking arrangements and access card requests for employees

Administrative & Logistics Support

• Handle daily post and courier services including collection and distribution
• Maintain the flow of invoices and support basic finance-related administration (deal with KseF system)
• Create and manage purchase orders for office supplies (stationery kitchen items equipment etc.)
• Arrange taxis in line with company policies and approved suppliers
• Provide administrative support to various departments as needed

Coordination & Team Support

• Work closely with the Office Manager and global Office Management teams
• Ensure consistent communication and coordination across locations
• Provide backup support for team members during absences

Skills & Qualifications

• Strong communication and interpersonal skills with a friendly and professional approach
• Excellent organizational skills with attention to detail
• Ability to multitask and prioritize effectively in a fast-paced environment
• Punctual reliable and well-presented
• Proactive can-do attitude and willingness to take initiative
• Self-motivated with the ability to work both independently and as part of a team
• Quick learner with a desire to develop new skills
• Basic proficiency in MS Office (Outlook Word Excel)

Additional Attributes (Nice to Have)

• Experience working in an international or corporate environment
• Familiarity with office booking systems or visitor management tools
• Interest in office sustainability and improving workplace experience

Working environment:

• In-office

#LI-Hybrid #LI-AS1