Facilities Administrator and Receptionist

Vertiv Group Corporation; Warszawa; On-site; PLN 59,000 - 74,000; Full time

Job summary

Vertiv in Warsaw, Poland is seeking a Facilities Administrator and Receptionist to ensure smooth office operations, front-of-house service, and general facilities support. The role includes handling post, deliveries, switchboard automation, security passes, and liaison with EHS and the landlord.

You will also manage office supplies, fleet coordination, health and safety compliance, and act as fire warden or first aider as required.

Qualifications

• Proficiency in English and Polish (written and spoken).
• Excellent customer service with a can-do attitude.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and handle multiple assignments.
• Capacity to work independently.
• Proficiency in MS Office applications.

Responsibilities

• Welcome visitors at front of house and manage daily post and deliveries.
• Assist with switchboard automation and act as operator to direct calls.
• Issue security passes and ensure GDPR compliance.
• Set up and manage a facilities helpdesk for office, fleet, stationery, and logistics.
• Coordinate procurement of office supplies and liaise with EHS for safety compliance.
• Support building maintenance and liaise with management/landlord.

Skills

Bilingual English/Polish

Customer service

Written and verbal communication

MS Office

Task prioritization

Independent work

Tools

MS Office

Job description

At Vertiv, we’re on a mission to empower the people that will power the future. From a simple swipe to life-changing medicines, from push notifications to generative AI. We design, manufacture, and service the products and solutions that keep the world connected. With $6.9 billion in sales, a strong customer base and global reach spanning nearly 70 countries, we are uniquely positioned to deliver greater value to our customers and create new opportunities for our people.

We are looking for Facilities Administrator and Receptionist to join our team in Warsaw, Poland!

The role involves ensuring smooth office operations, front of house, fleet management and general facilities support.

ESSENTIAL JOB FUNCTIONS

• Front of house to welcome visitors
• Manage daily post and co-ordination of deliveries in the office
• Assist with the automation of the switchboard to ensure a smooth migration and then acting as the Operator to direct calls appropriately
• Issue the Physical Security passes, recording all details accurately and in accordance with Vertiv policies and GDPR regulations
• Implement a facilities helpdesk in order to improve the service provided for the smooth operations of the office. All helpdesk requests will then flow through the system to address matters relating to the office, fleet, stationery orders and logistics in a timely manner.
• Manage Record Retention of all paper documents in accordance with the Companies policies and GDPR regulations
• Manage procurement of office supplies (raising purchase requisitions, purchase orders and invoice approval)
• Liaise with EHS to ensure the office follows all health and safety regulations (both country and additional for Vertiv as applicable), including act as fire warden and/or first aider
• Manage any building maintenance as applicable, and regular liaison with the management company / landlord
• Fleet Management, support drivers as needed from order to delivery and enforce company policy

QUALIFICATIONS / SKILLS / EXPERIENCE

• Proficiency in English and Polish (written and spoken)
• Previous administrative support experience is an advantage, but not required
• Excellent Customer Service, a level-headed but assertive attitude with a passion to consistently deliver high quality
• Excellent written and verbal communication skills
• Positive attitude, adaptability, and strong decision-making capabilities
• Ability to prioritize tasks and handle multiple assignments efficiently
• Capacity to work independently
• Proficiency in MS Office applications

The above duties and responsibilities are intended to describe the general nature and requirements of the position and are not intended to be an exhaustive list. In order to achieve business objectives, other duties may be included at the discretion of the department manager.

Ensure that any activity, task, and responsibility required by role in terms of the International Trade Compliance Regulation is managed and performed in full compliance with the Company ITC certification program itself.

IfYOUare the person we are looking for, feel free to apply and let's start drafting your future career in a healthy and growing environment!

The successful candidate will embrace Vertiv’s Core Principals & Behaviors to help execute our Strategic Priorities.

OUR CORE PRINCIPALS: Safety. Integrity.Respect. Teamwork. Diversity & Inclusion.

OUR STRATEGIC PRIORITIES

• Customer Focus
• Operational Excellence
• High-Performance Culture
• Innovation
• Financial Strength

OUR BEHAVIORS

• Own It
• Act With Urgency
• Foster a Customer-First Mindset
• Think Big and Execute
• Lead by Example
• Drive Continuous Improvement
• Learn and Seek Out Development

Vertiv is an Equal Opportunity/Affirmative Action employer. We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by sending an email to [e-mail]. If you are interested in applying or learning more about this role, please visit the company’s career page located on Vertiv.com/Careers

The anticipated salary range for this role in the Warsaw locality is between zł 58,960 tozł 73,700 gross per yeargross per year (based on a full-time working week). Certain roles may be eligible for variable compensation and benefits. Where applicable, a comprehensive overview of the full benefits package and any additional compensation will be provided during the recruitment process in accordance with local legal requirements. Compensation is determined based on objective, gender-neutral criteria, including skills, experience, and job responsibilities.