Administrative Specialist (K/M)

MOL; Gdańsk; On-site; PLN 45,000 - 65,000; Full time

Benefits offered by this job

Healthcare

Company Social Benefits Fund

Employer-funded group insurance with a

Performance bonuses

Job summary

MOL Polska is looking for an Administrative Specialist to ensure the smooth operation of the mailroom and reception. You will manage correspondence, invoices, archiving, stamps, and visitor registration while supporting business units across the company.

Required: at least 1 year in an office or admin role, strong MS Office, English fluency, and excellent organizational skills. SAP GOP knowledge is a plus. This is a full-time, on-site role in Poland.

Qualifications

• Master's degree required.
• Experience in an office, reception, or administrative role.
• Strong MS Office and document management skills.
• Excellent organizational and communication abilities.
• Fluent English communication in speech and writing.

Responsibilities

• Handle incoming and outgoing correspondence, including registering and dispatching items.
• Process invoices outside KSeF, including registration, scanning into the VIM system and distribution.
• Cooperate with the external archive and maintain relevant registers.
• Manage company stamps: ordering, record-keeping and disposal.
• Order envelopes and support minor printing-related admin tasks.
• Handle administrative matters referred to the Company's office.
• Enter documentation related to inspections into the electronic system and ensure workflow.
• Provide admin support for visitors, including registration and access passes.
• Collaborate with business units on day-to-day admin tasks.

Skills

Office experience

Reception duties

Document management

MS Office

Organisational skills

Time management

Problem solving

Attention to detail

Independent worker

Communication skills

English proficiency

Education

Master's Degree

Tools

VIM system

SAP GOP

Job description

Employee Status

Regular: Indefinite

Job Type

Permanent

Education Level

Master's Degree

Location

MOL Group is an integrated, international energy company from Central and Eastern Europe, headquartered in Budapest, Hungary, with over 100 years of experience in the oil, gas, petrochemical, and retail sectors. As part of its Strategy 2030, the Group strives to advance the energy sector every day and shape tomorrow, engaging 25,000 talented employees in over 30 countries in a shared mission: a sustainable future.

MOL Polska, part of the international MOL Group, is dynamically developing, pursuing long-term goals and undergoing transformation. The company currently manages a network of nearly 400 service stations and is expanding its operations to include the wholesale segment. Our mission is to create modern solutions by bringing together a team of talented and enthusiastic individuals ready to revolutionize the energy landscape.

We are looking for talents motivated to develop, make an impact, and co-create the future.

Are you ready to accelerate your development with MOL Polska? Join us and let's drive change together, building your career in various areas of retail, wholesale, and consumer services!

Administrative Specialist is responsible for ensuring the efficient operation of the MOL Polska Mailroom and Reception in line with the company's office policies and procedures. The position involves managing incoming and outgoing correspondence, coordinating courier services, liaising with external archive providers, registering visitors, issuing access badges, and delivering administrative support to business units across the organization.

Requirements:

• at least 1 year of professional experience in an office, reception, administrative or service management role,
• knowledge of document workflow procedures and document management, including archiving, filing and registering correspondence,
• very good knowledge of MS Office,
• proficiency in using computers and office equipment,
• strong organisational skills and the ability to plan tasks effectively, set priorities and meet deadlines,
• problem-solving skills,
• accuracy, attention to detail and a high level of precision,
• ability to work independently and excellent interpersonal skills,
• strong communication skills and the ability to work effectively within a team,
• English language skills sufficient for fluent communication in both spoken and written form.

Nice to have: knowledge of the SAP GOP system.

Your duties will include:

• handling incoming and outgoing correspondence, including receiving, registering, distributing and dispatching items,
• processing incoming invoices outside KSeF, including registration, scanning into the VIM system and distribution,
• cooperating with the external archive, including sending and receiving documentation and maintaining relevant registers,
• ensuring proper management of company stamps, including ordering, record-keeping and disposal,
• ordering company envelopes and supporting minor printing-related administrative activities,
• handling administrative matters referred to the Company's office,
• entering documentation related to inspections carried out by public authorities into the relevant electronic system and ensuring its proper workflow,
• providing administrative support for visitors, including registration and issuing access passes,
• cooperating with and supporting business units in day-to-day administrative and office-related tasks.

Why is it worth joining us?

• We provide the opportunity to learn through contact with interesting business environments and projects,
• We offer competitive remuneration (including performance bonuses) and benefits. An attractive benefits package includes healthcare, a Company Social Benefits Fund, and employer-funded group insurance with an investment fund,
• We enable interested employees to develop in an international environment and participate in projects and training,