Office Assistant

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

Our corporate activities are growing rapidly, and we are currently seeking a full-time Facilities Office Assistant to support our team and office operations in Warsaw, Poland. This position will work in a team to accomplish tasks and projects that are instrumental to the company's success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

Responsibilities

• Be responsible for office reception area, being the main point of contact for office visitors, clients and associates;
• Be responsible of the local invoice flow; responsible for receiving and managing all the coming invoices through Ksef, using internal finance/invoice management systems;
• Assist the Facilities team with coordinating repair and maintenance with vendors, landlord. Works closely with Facilities Management on supply ordering/management, and follow up on vendor performance (housekeeping, repair vendors, etc.);
• Support the Fleet Coordinator and the Facilities Team with administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assist in the coordination and organization of meetings, events and appointments for all groups within the office, as requested;
• Work with HR and IT to welcome and onboard new starters to the Warsaw office;
• Use internal facilities management software to manage planned and reactive maintenance tasks, as well as desk and office assignments;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building, grounds and consistently high standards;
• Under supervision, responsible for assisting with coordination of all health and safety procedures for the office;
• Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies; and
• May be responsible for other projects and responsibilities as assigned.

Qualifications

• High School Diploma or equivalent;
• Good experience in office administrative services/office management; Finance or accounting knowledge is considered an asset;
• Basic knowledge of Health and Safety, Risk Assessments and emergency procedures;
• Knowledge of MS Word, Excel, and PowerPoint;
• Fluency in English and Polish;
• Strong communication skills (both written and verbal);
• Excellent organizational and prioritization skills with a high attention to detail;
• Valid driving license required.

Medpace Overview

Medpace is a full-service clinical contract research organization (CRO) providing phase l-lV clinical development services to the biotechnology, pharmaceutical, and medical device industries. Our mission is to accelerate the global development of safe and effective medical therapeutics through the advancement of clinical research. We leverage in-country regulatory and therapeutic expertise across all major therapeutic areas including oncology, cardiology, metabolic, endocrinology, central nervous system, and anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, we employ more than 6,500 people across 40+ countries.

Why Medpace?

When you join Medpace, you become part of an innovative team that brings cutting-edge therapies to market while building a meaningful and rewarding career focused on scientific excellence and improving patient outcomes around the world through continuous learning and cross-functional collaboration.

Purpose-Driven Work

• Work alongside physicians, scientists, and industry-leading experts committed to advancing the global development of medical therapeutics through clinical research excellence

Collaborative Culture

• Contribute to an interactive team environment that empowers decision making, creative thinking, and continuous learning through open communication and mutual trust.
• Leadership throughout Medpace is both accessible and approachable

Continuous Growth & Development

• Office based environment with on-site mentors
• Defined career paths with clear advancement opportunities
• Industry renowned onboarding and training programs designed to accelerate professional development
• Ongoing training and continuous learning opportunities throughout your career
• An environment that encourages employees to influence change, contribute ideas, and grow quickly

Other Employee Benefits

• Competitive compensation programs that recognize and reward performance
• Comprehensive health, wellness, retirement, and PTO benefits
• Office based culture with occasional WFH that provides flexibility for eligible positions after training
• Company-sponsored social events

Please note benefits may vary based on country.

What To Expect Next

A Medpace team member will review your application and if your profile matches our current needs, you will be contacted for an interview. While we review all applications carefully, we are unable to respond to every applicant, and only candidates selected for interviews will be contacted.