Onsite Front Desk Assistant — Welcoming Office Host

ICEYE; Warszawa; On-site; PLN 56,000 - 89,000; Full time

Job summary

ICEYE is seeking a warm, organized Office Assistant for our Warsaw office. You will be the first touchpoint for guests and colleagues, manage the front desk, and support mail, supplies, and admin tasks.

The role is 100% on-site, with duties spanning visitor management, meeting room coordination, and team support. The ideal candidate has at least 1 year in receptionist or front-desk roles, strong Polish and English communication, and proficiency with GSuite and MS Office.

Qualifications

• Experience: Minimum 1+ year in a receptionist, front desk, customer service, or hospitality role.
• Presence: 100% on-site position; must be physically present during working hours.
• Languages: Native-level Polish and fluent English (C1) for professional communication.
• Technical Proficiency: Proficient with GSuite and MS Office.
• Customer-facing etiquette: Confident, courteous, and professional interaction with guests and colleagues.

Responsibilities

• Front Desk & Guest Experience: Welcoming guests professionally and ensuring they feel hosted from arrival.
• Reception Management: Manage front desk, answer and direct calls, handle main office line.
• Visitor Coordination: Register visitors, issue badges, notify employees of arrivals.
• Meeting Room Support: Coordinate bookings and provide coffee and snacks as needed.
• Mail & Deliveries: Receive, sort, and distribute mail and packages; coordinate courier.
• Supply Support: Monitor front-office and kitchen supplies; order food and beverages.
• Vendor Coordination: Coordinate with couriers, cleaning, and maintenance on daily requests.
• General Administration: Support broader team with data entry, filing, and document handling.
• Office Tidiness: Keep reception and common areas clean and presentable.
• Onboarding Support: Assist onboarding by preparing welcome materials and desks.
• Team Integration: Help organize team-building activities and events.
• Safety & Compliance: Maintain visitor logs and follow safety procedures.

Skills

Front desk

Customer service

Hospitality

Polish language

English (C1)

GSuite

MS Office

Tools

GSuite

MS Office

Job description

ICEYE is seeking a warm, organized Office Assistant for our Warsaw office. You will be the first touchpoint for guests and colleagues, manage the front desk, and support mail, supplies, and admin tasks.

The role is 100% on-site, with duties spanning visitor management, meeting room coordination, and team support. The ideal candidate has at least 1 year in receptionist or front-desk roles, strong Polish and English communication, and proficiency with GSuite and MS Office.