Office Services Coordinator & Receptionist

490 Fragomen Schiffter sp. k.; Warszawa; On-site; PLN 95,000 - 130,000; Full time

Benefits offered by this job

Private Medical Insurance

Pension scheme

Access to e-learning platform

Job summary

Fragomen Schiffter sp. k. in Warsaw (on-site) is seeking an Office Services Coordinator & Receptionist to ensure Poland offices are covered and provide postal/filings administrative support.

You will handle document management, office administration, financial tasks through Emburse, greet visitors, answer calls and coordinate events, travel, and meetings. English proficiency is required.

Qualifications

• Administrative, office support experience preferred but candidates starting their corporate career are welcome.
• Attention to detail, good time management and strong communication are essential.
• English language skills required.

Responsibilities

• Manage postal/document flow: scan, file, notify caseworkers.
• Oversee office stock, ordering and travel arrangements for staff.
• Handle financial tasks: invoices, receipts and expenses via Emburse system.

Skills

Office administration

Postal management

Document management

Reception duties

Travel booking

Tools

Emburse

Microsoft Word

Job description

Job Description Office Services Coordinator & Receptionist

Contract: Full time, Permanent

Team: Office Services

Office Location: Warsaw (on-site)

The role:

Reporting into the Office Services Manager, this role is responsible for ensuring coverage of the Poland offices and providing postal/filings administrative support.

What your day will look like:

• Postal/Document Management
  • Administer all incoming documents into the Warsaw office ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified.
  • Manage outgoing correspondence, including coordinating courier collections, handing over prepared shipments, and maintaining accurate records of incoming and outgoing mail in the correspondence register and caseworkers notified.
• Office Administration
  • Monitor all office stock levels including stationery, vending machine, coffee machine, kitchen supplies, copy points and place orders as needed (where applicable), placing orders as required to maintain business continuity.
  • Book travel for staff as requested via our travel provider.
• Financial Administration
  • Carry out financial administration tasks, including saving and reviewing invoices, processing receipts, and managing expense documentation through the Emburse system.
  • Support monthly expense reconciliation processes and maintain accurate financial records.
• Reception
  • Welcome visitors to the Warsaw office and represent Fragomen.
  • Answer and direct all calls into the main switchboard, take details of new enquiries and pass on efficiently.
  • Proactively manage the future reception area and meeting rooms, to ensure that they are tidy and have refreshments and equipment where necessary.
  • Assist staff with bookings when needed.
• Event Planning & Coordination
  • Assist with the delivery of company events, including employee engagement initiatives, town halls, training sessions, team meetings, client events, celebrations, and office-wide activities.
  • Assist with the coordination of venues, vendors, catering, communications, logistics, and event-related administration to ensure successful event execution.

What we are looking for:

Essential criteria:

• Relevant administrative, office support and customer service experience in a similar role is a plus. However, we also welcome candidates who are looking to start their career in a corporate environment and are eager to gain valuable professional experience.
• Attention to detail, time management and strong communication skills will be key to the role.
• English language skills.

Preferred skills:

• Able to act under instruction when work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks.
• Implement effective processes to manage workflow and meet deadlines.
• Demonstrates proficiency in word processing, internet and email systems.
• Completes tasks within agreed timeframes and in line with expectations.
• Ensures work completed is accurate and follows standard layouts.
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity.

What we offer:

Competitive Salary: We offer salaries that reflect your skills and experience.

Health and Wellness: Private Medical Insurance.

Protection and Security: Pension scheme.

Professional Development: Access to our e-learning platform.

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities. We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html.

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations.

We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.

Fragomen is the leading global immigration law firm with more than 6,000 professionals in nearly 70 offices across the Americas, EMEA and Asia Pacific, delivering services in over 170 countries. Ranked on both the Am Law 100 and Am Law Global 100, the firm is widely recognized for its leadership in immigration law and commitment to fostering a culture where diverse attorneys thrive and all individuals have equal opportunities to succeed. Fragomen helps corporations and individuals navigate the complexities of global mobility and provides end‑to‑end support across the immigration lifecycle, from strategic planning and policy design to compliance, government investigations, litigation and more. The firm combines legal acumen and advanced digital capabilities to simplify global mobility and deliver smarter, faster and more adaptive solutions via a suite of technology brands—including Nomadic, its business travel platform that enables real‑time compliance, WorkRight, its multi‑jurisdictional employment verification software and Simple Citizen, a digital solution designed to streamline the pathway to US citizenship. With a global presence, multidisciplinary approach and investment in technology, Fragomen is uniquely positioned to address today’s immigration challenges and shape the future of workforce mobility.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

At Fragomen, we do meaningful and impactful work for our clients and put a focus on our Responsible Business Practices: #LifeAtFragomen: We drive innovation and change. We respect colleagues, embrace diversity, and empower others. #FragomenForward: At Fragomen, pursuing an equal, diverse, and inclusive workforce goes beyond a policy. It’s part of our DNA—and always has been. Year after year, we are recognized as leaders in diversity in our industry. Giving Back. We have a deep history of giving back to the communities where we live and work—and we continue that mission today. Serving the less fortunate by providing advice and community support where it is most needed allows us to help immigrants secure a better future for themselves and their families. Corporate Social Responsibility. We believe there is more to success in business than generating profit—we want to do well by doing good. We are committed to considering the impact that our business decisions have on our people, our planet, the communities in which we work and our clients. Sustainability. Fragomen is focused on sustainability in our business operations and practices—and we know there is much work to be done, with countless opportunities available to minimize our impact on the environment Well-being. We are committed to implementing firmwide initiatives that support the health and wellness of our people, including programs to address work-life balance and benefits that cover a wide range of well‑being needs of all employees. Our #FragomenWorks program provides the ability to be successful at home or in the office, via Hybrid & Remote work arrangements. Our Feedback Works process includes three managerial check‑ins per year to help you progress in your career. Unique learning programs like: Fragomen Academy, Leadership Academy, Practical Management Academy, and Regional Development Conferences.