Office Coordinator

Edwards Lifesciences Gruppe; Warszawa; On-site; PLN 78,000 - 123,000; Full time

Job summary

Edwards Lifesciences in Warsaw seeks an Office Coordinator to manage front office services, logistics, onboarding, seating plans, and local procurement. You will handle badges, invoices, fleet and IT orders, EMS support, vendor oversight, lease administration, event coordination, and project support with a customer-focused mindset.

The role requires at least 2 years in reception/office administration, fluent Polish and strong English, and excellent organizational skills.

Qualifications

• :Minimum of 2 years in reception or office administration.
• :Polish native/fluent with strong English communication.
• Fleet management experience is a plus.
• Great prioritization, organizational and time management skills.
• Strong interpersonal and customer-focused approach.
• Proactive problem-solving and ability to handle multiple tasks.
• Ability to work independently with high autonomy.
• High level of accuracy, discretion and attention to detail.
• Proficiency with MS Office; PO creation is an advantage.

Responsibilities

• Manage front office services, postal and logistics, and support visitors and colleagues.
• Assist onboarding of new employees and seating plans; organize Badges for Access Control.
• Local procurement of office supplies and furniture; handle invoices.
• Support fleet administration and local mobile operators; hardware orders.
• Order IT supplies and provide basic IT support when needed.
• Support EMS activities and local EMS events/awareness.
• Coordinate local communications and manage TV screens.
• Oversee vendors and service providers; perform quality checks.
• Assist lease negotiations and administration of lease contracts.
• Support local events including catering and meeting room setup.
• Coordinate local projects as per regional plan.
• Incidental tasks as needed.

Skills

Polish language (native/fluent)

English communication

Office administration

Customer-focused

Time management

Microsoft Office

PO creation

Fleet management (experience)

Attention to detail

Tools

Microsoft Office

Job description

Innovation starts from the heart. Edwards Lifesciences is the leading global structural heart innovation company, driven by a passion to improve patient lives. With millions of patients served in over 100 countries, each team makes a meaningful contribution by improving patient outcomes and discovering lasting solutions for unmet patient needs.Our Office Coordinator position is a unique career opportunity that could be your next step towards an exciting future.

How you’ll make an impact:

• Managing front office services, postal services and logistics and assuring friendly and competent support for all external visitors as well as for internal and external colleagues within the boundaries of the office.
• Supporting onboarding of new employees and updating seating plan, organization of Badges for Access Control system.
• Local procurement of office supplies and furniture with subsequent invoice handling activities.
• Supporting employees in terms of the overall fleet administration and local mobile operators including hardware orders.
• Ordering and invoice handling of IT supplies and offer basic IT support (in absence of local IT staff).
• Assume role of EMS support and support participation of local EMS events/awareness activities.
• Coordinating local communications and managing TV screens.
• Overseeing local vendors and service suppliers (cleaning, maintenance, flowers etc.), performing controls on the quality of work.
• Supporting new lease negotiations and administration of the lease contract.
• Supporting local event organization including coordination of catering and meeting room setup.
• Support in the coordination of local projects as per regional plan.
• Incidental.

What you'll need (Required):

Minimum of 2 years of experience in reception, office administration, or a similar support role. Fluent or native-level Polish, with strong English communication skills.

What else we look for (Preferred):

Experience with fleet management is a plus. Excellent prioritization, organizational, and time management skills. Strong interpersonal and communication skills, with a customer-focused approach. Proactive problem-solving mindset and ability to handle multiple tasks effectively. Ability to work independently and manage responsibilities with a high level of autonomy. Strong digital literacy and proficiency with Microsoft Office applications; experience with purchase order (PO) creation is an advantage. High level of accuracy, attention to detail, and discretion.

Aligning our overall business objectives with performance, we offer competitive salaries, performance-based incentives, and a wide variety of benefits programs to address the diverse individual needs of our employees and their families.

Salary

For Poland, the base pay range for this position is 77 500 zł - 123 000 zł (highly experienced). The pay for the successful candidate will depend on various factors (e.g., qualifications, education, prior experience).

Edwards Lifesciences is the leading global structural heart innovation company, driven by a passion to improve patient lives. Through breakthrough technologies, world-class evidence and partnerships with clinicians and healthcare stakeholders, our employees are inspired by our patient-focused culture to deliver life-changing innovations to those who need them most.