Office Coordinator/Assignment Support Assistant

NES Fircroft; Warszawa; On-site; PLN 50,000 - 70,000; Full time

Benefits offered by this job

Hybrid Fridays

Competitive annual leave

Birthday leave

Belong Programme

Job summary

NES Fircroft in Warsaw is seeking an Office Coordinator to keep the workplace running smoothly for employees, visitors and clients. You will be the face of the office, delivering friendly, professional support and coordinating services and events.

In this hybrid role you will manage reception, supplies, calendar scheduling, travel bookings, post and courier tasks, and support wellbeing initiatives through our Belong Programme. Fluency in Polish and English and strong communication are essential.

Qualifications

• Minimum 1 year's experience within an administrative, customer service, reception, hospitality, office coordination, or similar role.
• Experience working in a fast-paced office environment is desirable.
• Passionate about delivering exceptional service to employees, visitors, and clients.
• Professional, friendly, and approachable manner.

Responsibilities

• Maintain office facilities and spaces to a high standard.
• Welcome visitors, candidates, clients, and contractors in a friendly and professional manner.
• Assist with day-to-day administrative duties including expense processing, invoice management, filing, and record keeping.
• Coordinate meeting room bookings through Outlook and ensure efficient scheduling.
• Support travel bookings and courier services for employees.
• Contribute to wellbeing initiatives and Belong Programme.
• Support internal meetings, leadership visits, and business events.
• Maintain relationships with office suppliers and service providers.
• Order office supplies, kitchen consumables, and equipment.

Skills

Polish fluency

English fluency

Strong communication

Tools

Outlook

Word

Excel

PowerPoint

Job description

Ready to become the person everyone relies on to keep the office running seamlessly? Join NES Fircroft as an Office Coordinator in Warsaw and play a vital role in creating an exceptional workplace experience for employees, visitors, and clients alike.

As the face of our Warsaw office, you'll be responsible for ensuring the smooth day-to-day operation of the workplace, maintaining a welcoming and professional environment, and providing administrative support across the business. From coordinating office services and events to supporting employee wellbeing initiatives through our Belong Programme, you'll be at the heart of our office culture and employee experience.

Office Operations Management

• Ensure the office, reception area, meeting rooms, kitchen, and communal spaces are maintained to a high standard at all times.
• Monitor office supplies and facilities, ensuring everything is fully stocked, functional, and welcoming.
• Liaise with building management and service providers regarding maintenance and office requirements.

Creating Outstanding First Impressions

• Welcome visitors, candidates, clients, and contractors in a friendly and professional manner.
• Manage incoming telephone calls and general office enquiries.
• Act as the first point of contact for guests and external visitors.

Administrative Support

• Assist with day-to-day administrative duties including expense processing, invoice management, filing, and record keeping.
• Manage incoming and outgoing post, deliveries, and courier arrangements.
• Support the wider business with ad hoc administrative tasks when required.

Meeting & Calendar Coordination

• Coordinate meeting room bookings through Outlook and ensure efficient scheduling.
• Prepare meeting spaces and arrange refreshments when required.
• Support internal meetings, leadership visits, and business events.
• Maintain relationships with office suppliers and service providers.
• Order office supplies, kitchen consumables, and equipment.
• Coordinate catering arrangements for meetings, training sessions, and team events.

Travel & Logistics Support

• Assist employees with business travel bookings and related arrangements.
• Coordinate courier services and ensure the smooth distribution of important documents and materials.
• Support the delivery of local office events, charity initiatives, and wellbeing activities.
• Assist with employee recognition programs and celebrations.
• Help drive engagement through activities aligned with NES Fircroft's Belong Programme.

Modern Workplace

• Work from our modern city-centre Warsaw office.
• Complimentary hot drinks and refreshments.
• Hybrid working opportunity with remote working available on Fridays.
• Competitive annual leave allowance.
• Christmas shutdown period.
• Additional paid birthday leave.
• Dedicated wellbeing initiatives through our Belong Programme.
• Employee Assistance Programme (EAP).
• Regular wellbeing and engagement activities.

Supportive Team Culture

• Friendly, collaborative, and inclusive working environment.
• Regular team socials and celebrations.
• Opportunity to contribute ideas and make a real impact.

Community & Social Impact

• Fundraising and charity initiatives.
• Opportunities to support local community projects.

What We're Looking For

Experience

• Minimum 1 year's experience within an administrative, customer service, reception, hospitality, office coordination, or similar role.
• Experience working in a fast-paced office environment is desirable.
• Passionate about delivering exceptional service to employees, visitors, and clients.
• Professional, friendly, and approachable manner.

Organisation & Prioritisation

• Strong organisational skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and accuracy.

Communication Skills

• Strong verbal and written communication skills.
• Comfortable interacting with stakeholders at all levels.

Technology Proficiency

• Good working knowledge of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Ability to learn new systems quickly.

Proactive Mindset

• Self-motivated and capable of working independently.
• Takes ownership of tasks and actively seeks opportunities to improve processes.

Team Player

• Collaborative approach with a willingness to support colleagues and contribute to a positive workplace culture.

Language Skills

• Fluency in Polish and English is essential.
• Additional languages would be advantageous.

NES Fircroft is a leading global workforce solutions provider, partnering with some of the world's most innovative companies across Energy, Engineering, Life Sciences, Chemicals, Manufacturing, and Technology sectors.

With over 90 offices worldwide and more than 50 years of expertise, we're passionate about connecting exceptional talent with exciting opportunities while creating an outstanding employee experience for our teams across the globe.

At NES Fircroft, we believe great workplaces are built by great people. That's why we invest heavily in our employees, foster an inclusive culture, and create opportunities for personal and professional growth.

NES Fircroft – Powering People. Delivering Projects.