Administrative Specialist (K/M)

MOL; Województwo pomorskie; On-site; PLN 52,000 - 78,000; Full time

Benefits offered by this job

Healthcare

Company social fund

Employer-provided group insurance with

Job summary

MOL Polska is seeking an Administrative Specialist to ensure efficient operation of the mailroom and reception. You will manage correspondence, coordinate couriers, and support business units with day-to-day tasks.

Requirements include at least 1 year in an office or service role, strong MS Office skills, and fluent English. SAP GOP knowledge is a plus. Excellent organizational abilities and a collaborative mindset are essential.

Qualifications

• 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, set priorities and meet deadlines.
• Problem-solving skills."

Responsibilities

• 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 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 tasks.

Skills

MS Office

Organisational skills

Communication skills

Problem-solving

Attention to detail

Independent work

Teamwork

English proficiency

Education

Master's Degree

Tools

MS Office

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,