Office Coordinator & Facilities Lead - Warsaw

Fresha; Województwo mazowieckie; On-site; PLN 67,000 - 112,000; Full time

Benefits offered by this job

Health Insurance

Multisport Membership

Food & Refreshments

Prime Location: Warsaw office

Equipment Provided

Job summary

Fresha in Warsaw, Poland, is looking for an Office Coordinator / Office Manager to maintain daily operations, greet visitors, manage supplies, and keep the office running smoothly. This on-site role offers a dynamic environment in a fast-growing tech company.

You will coordinate onboarding/offboarding, inbound deliveries, travel bookings, vendor relationships, and company events, while ensuring a secure, organized workspace and a welcoming front desk.

Qualifications

• Attention to detail for bookings, shipping forms and daily tasks.
• Proactivity and problem-solving to handle issues independently.
• Strong organization and multitasking in a busy office.
• Warm, professional communication with staff and visitors.
• English proficiency at least B2 for international guests.

Responsibilities

• Workplace Standards: Oversee daily workplace operations to ensure a safe, organized, productive, and comfortable environment for staff.
• Inventory & Supplies: Monitor, order, and restock office stationery, kitchen groceries/snacks, tech accessories, and first-aid supplies.
• Facility Maintenance: Coordinate routine cleaning, repairs, waste management/recycling, and liaise with building management/landlords regarding access, HVAC, or security issues.
• Onboarding & Offboarding Support: Prepare workstations, welcome packs, key cards, and access badges for new hires; collect access passes and equipment upon employee departures.
• Inbound Deliveries: Receive, log, sort, and distribute daily mail, courier parcels, and department deliveries.
• Shipping & Terminal Freight Logistics: Coordinate domestic and international outbound parcels and terminal shipments - handling packaging, courier bookings,customs paperwork, and end-to-end tracking.
• Travel Booking: Handle end-to-end flight, train, accommodation, and ground transportation bookings for employees globally.
• Vendor Point of Contact: Serve as the direct liaison for all third-party office providers (IT suppliers, cleaners, coffee/snack vendors, maintenance contractors, security).
• Company Events & Parties: Plan and coordinate office parties, team-building socials, and offsites from budget and vendor sourcing through day-of execution.
• Reception & Hospitality Management: Oversee the front desk by warmly welcoming occasional visitors, managing incoming phone inquiries, and keeping reception and meeting spaces professional, tidy, and fully stocked.

Skills

Attention to detail

Proactivity & problem-solving

Organization & multitasking

Warm communication

English proficiency

Office administration experience

Event coordination experience

Reliability & discretion

Tools

Google Workspace

MS Office

Slack

Digital platforms

Job description

Fresha in Warsaw, Poland, is looking for an Office Coordinator / Office Manager to maintain daily operations, greet visitors, manage supplies, and keep the office running smoothly. This on-site role offers a dynamic environment in a fast-growing tech company.

You will coordinate onboarding/offboarding, inbound deliveries, travel bookings, vendor relationships, and company events, while ensuring a secure, organized workspace and a welcoming front desk.