Office Administrator

Global Maritime; Gdynia; On-site; PLN 67,000 - 78,000; Part time

Job summary

Global Maritime in Gdynia, Poland is seeking a part-time Office Administrator to ensure smooth day-to-day office operations. The role covers front desk and reception, procurement, mail and correspondence, insurance administration, travel coordination and facilities matters, three days per week.

You will greet visitors, manage calls, order supplies, handle PPE and hardware, oversee the office mailbox, and support health and safety and quality initiatives.

Qualifications

• Experience in office administration or reception role.
• Strong organisational skills with ability to manage multiple tasks.
• Fluency in English and Polish.

Responsibilities

• Manage front desk operations and telephone lines, screening and directing calls.
• Greet visitors and guests, providing a professional and welcoming first point of contact.
• Order and manage office supplies, ensuring adequate stock levels.
• Purchase PPE and hardware as required.
• Oversee general mailbox and mail handling.
• Coordinate travel arrangements and bookings.
• Liaise with building administrator on facilities matters.

Skills

Front desk

Reception

Microsoft Office

Communication

Fluent English

Polish language

Education

High school diploma

Tools

MS Outlook

Excel

Job description

Job Title: Office Administrator
Grade: S1
Department: Administration

Role Purpose

To ensure the smooth day-to-day running of the office by managing front desk and reception, procurement, mail and correspondence, insurance administration, travel coordination and building and facilities matters. Provide a professional and welcoming first point of contact for visitors and callers and effective administrative support across the business. This role is a part time position, 3 days per week.

Duties and Responsibilities

• Manage front desk operations and telephone lines, answering, screening and directing calls
• Greet visitors and guests, providing a professional and welcoming first point of contact
• Order and manage office supplies, ensuring adequate stock levels
• Purchase personal protective equipment (PPE) as required
• Purchase and manage hardware (PCs, equipment, etc.)
• Manage the general office mailbox, including incoming and outgoing mail
• Manage general mail and liaise with the post office
• Manage company insurance policies (office, travel, etc.), including renewals and day-to-day administration
• Organise business trips, including flights/tickets, hotel bookings and travel insurance
• Liaise with the building administrator / property manager on facilities matters
• Monitor and report utility meter readings (electricity, water, gas)
• Oversee daily housekeeping, ensuring the office remains clean, safe and presentable

Specific Skills, Knowledge and Experience required

• Previous experience in an office administration, reception or similar support role
• Strong organisational skills, with the ability to prioritise and manage multiple ongoing tasks
• Good working knowledge of Microsoft Office (Outlook, Word, Excel)
• Strong communication and interpersonal skills for dealing with visitors, suppliers and colleagues
• Fluency in English and Polish is required for this position

Role Competencies

• Able to work independently and as an effective member of a team, working towards personal and team goals, and promotes team working
• Communicates information in a professional and effective manner with external contacts, visitors and colleagues
• Solves practical problems using efficient and reliable methods
• Applies basic planning and organisational principles in own activities
• Considers commercial aspects in purchasing and own activities, achieving an appropriate balance between quality and cost
• Uses a knowledge of team objectives and is self-motivated to achieve personal and team targets

Health and Safety

To uphold and provide leadership in the Company's Health & Safety requirements with particular regard to agreed codes of practice and safe methods of working.

Quality

To follow and provide leadership in following the group Business Management System.

Equalities

To uphold and carry out the duties of the post with due regard to the Company's 'Equal Opportunities and Dignity at Work Policy'.

Company Values

To uphold the company values as set out in the Mission Statement. Your duties will be as set out in the above job description but please note that the Company reserves the right to update your job description from time to time, to reflect changes in, or to, your role. You will be consulted about any proposed changes. The list of duties in this job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required by the business of you.