Administrator, Office and Reception Operations

RXO, Inc.; 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 & inclusive environment

Community service day

Career growth programs

Job summary

RXO is seeking an Administrator, Office and Reception Operations to serve as the first point of contact for visitors and callers at the RXO Poland Office. The role requires delivering essential administrative support to maintain a professional, welcoming environment and smooth daily operations.

This is a full-time, in-office position in Poland with standard Monday–Friday hours, 08:00–17:00 (1-hour lunch). The role includes coordination of travel, documents, and basic bookkeeping tasks as needed.

Qualifications

• 1+ years of administrative/office support experience.
• Proficient in Microsoft Office and office equipment.
• Excellent verbal and written communication with a professional demeanor.

Responsibilities

• Manage reception area, greet visitors, direct inquiries, and provide professional assistance.
• Sort and distribute mail and packages; prepare outgoing mail and shipments.
• Schedule meetings, coordinate conference room bookings, and support event logistics.

Skills

Administrative experience

Communication skills

Organizational skills

Time management

Microsoft Office proficiency

Independent worker

Team player

Discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Job description

Accelerate your career at RXO

RXO 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 monthly

The 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 - Friday

Working 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 equipment
• Organization of corporate meetings and events – including charity initiatives and New Year's parties
• Assist 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 inspections
• Assist 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.

Languages

• Overall English at least B2 level
• Overall Polish at least B2 level

Preferred

• Driving license
• Familiarity with basic office procedures and practices

Why Join Us

Our Benefits

• Private Medical care
• Sport Package - Multisport Plus
• Group Life Insurance
• Onsite English Classes
• Free access to internal e-learning platform to grow in your profession and gain new skills
• Diverse and Inclusive environment
• Community Service Day
• Internal Career Growth Programs

Our 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. Review RXO's European privacy statement here.