On-site Office Services & Receptionist – Warsaw

Fragomen; Warszawa; On-site; PLN 73,000 - 100,000; Full time

Benefits offered by this job

Private Medical Insurance

Pension scheme

Professional development access

Job summary

Fragomen in Warszawa is seeking an Office Services Coordinator & Receptionist to ensure coverage of the Poland offices and provide postal/filings administrative support. This full-time, on-site role reports to the Office Services Manager.

You will handle mail, office stock, travel bookings, invoices, expense documentation, reception duties, and assist with events and vendor coordination to ensure smooth daily operations.

Qualifications

• Relevant administrative, office support and customer service experience is a plus.
• Attention to detail, time management and strong communication skills are essential.
• English language skills are required.

Responsibilities

• Postal/Document Management: scan, save, and notify caseworkers of incoming documents; manage outgoing correspondence and courier collections.
• Office Administration: monitor stock levels and place orders to maintain business continuity; book staff travel.
• Financial Administration: save and review invoices, process receipts, and manage expense documentation in Emburse; support monthly reconciliations.
• Reception: welcome visitors, answer calls, direct inquiries, ensure tidy reception and meeting rooms.
• Event Planning & Coordination: assist with company events, venues, vendors, catering, logistics and related administration.

Skills

Administrative experience

Customer service

Attention to detail

Time management

Communication skills

English language proficiency

Tools

Word processing

Internet

Email systems

Job description

Fragomen in Warszawa is seeking an Office Services Coordinator & Receptionist to ensure coverage of the Poland offices and provide postal/filings administrative support. This full-time, on-site role reports to the Office Services Manager.

You will handle mail, office stock, travel bookings, invoices, expense documentation, reception duties, and assist with events and vendor coordination to ensure smooth daily operations.