Facilities & Office Coordinator – Warsaw (Hybrid)

Medpace; Warszawa; On-site; PLN 60,000 - 80,000; Full time

Benefits offered by this job

On-site office

Occasional WFH

Benefits package

Job summary

Medpace seeks a full-time Facilities Office Assistant in Warsaw to support office operations, act as main contact for visitors, and manage invoices and vendor relations. You will coordinate meetings, onboarding, and maintenance tasks, while working with HR and IT to welcome new starters.

The role requires English and Polish fluency, strong organization, and a valid driving license, with opportunities to grow within Medpace's global CRO environment.

Qualifications

• High School Diploma or equivalent.
• Office admin/management experience; finance knowledge is a plus.
• Basic knowledge of Health and Safety and emergency procedures.
• MS Word, Excel, PowerPoint proficiency.
• Fluent in English and Polish.
• Strong written and verbal communication.
• Excellent organization and attention to detail.
• Valid driving license is required.

Responsibilities

• Manage office reception and be the main contact for visitors and associates.
• Oversee local invoice flow via Ksef and internal systems.
• Coordinate repairs, vendors, and facility maintenance activities.
• Assist Fleet Coordinator with vehicle registrations and invoicing.
• Coordinate meetings, events, and onboarding for Warsaw staff.
• Collaborate with HR/IT to onboard new starters.
• Utilize facilities software for maintenance and desk assignments.
• Build relationships with service vendors and landlords.
• Support health and safety procedures under supervision.
• Learn SOPs and assist with other assigned projects.

Skills

Office administration

MS Office

English Polish

Communication

Organization

Driving license

Education

High School Diploma or equivalent

Tools

Ksef

Facilities management software

Job description

Medpace seeks a full-time Facilities Office Assistant in Warsaw to support office operations, act as main contact for visitors, and manage invoices and vendor relations. You will coordinate meetings, onboarding, and maintenance tasks, while working with HR and IT to welcome new starters.

The role requires English and Polish fluency, strong organization, and a valid driving license, with opportunities to grow within Medpace's global CRO environment.