Administrator, Office and Reception Operations

RXO; Wrocław; On-site; PLN 58,000 - 67,000; Full time

Benefits offered by this job

Private medical care

Sport package

Group life insurance

Onsite English classes

E-learning access

Diverse and inclusive culture

Community service day

Career growth programs

Job summary

RXO Poland is seeking an Administrator, Office and Reception Operations to be the first contact for visitors and callers, delivering essential administrative support to keep the Poland office running smoothly.

The role requires 1+ years in a similar position, strong MS Office skills, and fluency in English and Polish. It is a full-time, in-office position with standard business hours and opportunities to support events and travel arrangements.

Qualifications

• 1+ years in administrative, receptionist, or office support role.
• Excellent verbal and written English and Polish.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and general office equipment.
• Ability to work independently and as part of a team.
• Discretion and ability to handle confidential information.
• Customer service oriented with a professional demeanor.
• Attention to detail and problem solving.
• Proactive with good interpersonal skills.

Responsibilities

• Manage the reception area, greeting and directing visitors, and handling general inquiries.
• Sort and distribute incoming mail and packages; prepare outgoing mail and shipments.
• Schedule and coordinate meetings, appointments, and conference room bookings.
• Order and maintain office supplies; manage vendor relationships.
• Assist with travel arrangements and expense reports.
• Provide onboarding support for new employees and prepare workspaces.
• Liaise with IT and facility teams for maintenance requests.
• Support basic bookkeeping tasks and data entry as needed.

Job description

Accelerate your career at RXORXO is a leading provider of transportation solutions. With cutting-edge technology at the center, we’re revolutionizing the industry with our massive network and commitment to finding solutions for every challenge. We create more efficient ways for shippers and carriers to transport goods seamlessly across North America, Europe, Asia, and beyond—creating smarter, more sustainable supply chains for a global economy. The company is globally headquartered in Charlotte, N.C. regionally headquartered in Amsterdam, NL. Visit RXO.com for more information and connect with RXO on Facebook, X, LinkedIn, Instagram, and YouTube.Compensation for this role is 5 200 PLN - 6 000 PLN monthlyThe Administrator, Office and Reception Operations will be the first point of contact for visitors and callers, providing essential administrative and operational support to ensure the smooth and efficient functioning of the RXO Poland Office. This role is crucial for maintaining a professional and welcoming environment for all stakeholders.Full time in office work.Working days: Monday - FridayWorking Hours : 08:00 - 17:00 (incl. 1hr lunch break)Job Responsibilities:Manage the reception area, greeting and directing visitors, and handling general inquiries with professionalism and efficiency.Sort and distribute incoming mail and packages, and prepare outgoing mail and shipments.Schedule and coordinate meetings, appointments, and conference room bookings, including setting up and clearing meeting spaces.Order and maintain office supplies inventory, ensuring adequate stock levels and managing vendor relationships for procurement.Maintaining the office's aesthetics, order, and proper equipmentOrganization of corporate meetings and events – including charity initiatives and New Year's partiesAssist with various administrative tasks, including data entry, filing, scanning, and preparing documents and presentations.Provide support for travel arrangements for staff, including booking flights, accommodation, and transportation.Process expense reports and assist with basic bookkeeping tasks as required.Act as a liaison between staff and IT contractors, as well as building management for maintenance requests and facility-related issues.Coordinating servicing, repairs, and inspectionsAssist with onboarding new employees by preparing workspaces and providing initial administrative support.Handle sensitive information with confidentiality and discretion.Perform other duties as assigned to support the overall operations of the office.Job Qualifications:Proven experience (1+ years) in an administrative, receptionist, or office support role, preferably in a corporate environment.Excellent verbal and written communication skills, with a professional and courteous demeanor.Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment.Ability to work independently and as part of a team, demonstrating initiative and a proactive approach.Exceptional interpersonal skills and a customer service-oriented attitude.Discretion and ability to handle confidential information appropriately.LanguagesOverall English at least B2 levelOverall Polish at least B2 levelPreferred :Driving licenseFamiliarity with basic office procedures and practicesDoes this sound like you? Check out what else RXO has to offer.Why Join Us:Our BenefitsPrivate Medical careSport Package - Multisport PlusGroup Life InsuranceOnsite English ClassesFree access to internal e-learning platform to grow in your profession and gain new skillsDiverse and Inclusive environmentCommunity Service DayInternal Career Growth ProgramsOur company is committed to creating a diverse and inclusive workplace. We ensure that all recruitment decisions are made without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other protected status. All candidates will be considered based on merit, qualifications, and business needs. We actively promote equal opportunities and strive to eliminate bias at every stage of the hiring process.