Reception & Office Operations Specialist

RXO, Inc.; Wrocław; On-site; PLN 58,000 - 67,000; Full time

Benefits offered by this job

Private Medical care

Sport Package

Group Life Insurance

Onsite English Classes

Internal e-learning platform

Job summary

RXO, Inc. in Poland is seeking an Administrator, Office and Reception Operations to be the first point of contact for visitors and callers, providing essential administrative support to ensure a smooth and welcoming office environment.

This is a full-time, in-office role with Monday–Friday workdays from 08:00 to 17:00 (including a 1-hour lunch). The role covers mail handling, meeting scheduling, procurement, basic bookkeeping support, and coordinating travel and events.

Qualifications

• Proven experience (1+ years) in an administrative, receptionist, or office support role, preferably in a corporate environment.
• Excellent verbal and written communication skills, with a professional and courteous demeanor.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment.
• Ability to work independently and as part of a team, demonstrating initiative and a proactive approach.
• Exceptional interpersonal skills and a customer service-oriented attitude.
• Discretion and ability to handle confidential information appropriately.

Responsibilities

• Manage the reception area, greeting and directing visitors, and handling general inquiries with professionalism and efficiency.
• Sort and distribute incoming mail and packages, and prepare outgoing mail and shipments.
• Schedule and coordinate meetings, appointments, and conference room bookings, including setting up and clearing meeting spaces.
• Order and maintain office supplies inventory, ensuring adequate stock levels and managing vendor relationships for procurement.
• Maintaining the office’s aesthetics, order, and proper equipment
• Organization of corporate meetings and events – including charity initiatives and New Year’s parties
• Assist with various administrative tasks, including data entry, filing, scanning, and preparing documents and presentations.
• Provide support for travel arrangements for staff, including booking flights, accommodation, and transportation.
• Process expense reports and assist with basic bookkeeping tasks as required.
• Act as a liaison between staff and IT contractors, as well as building management for maintenance requests and facility-related issues.
• Coordinating servicing, repairs, and inspections
• Assist with onboarding new employees by preparing workspaces and providing initial administrative support.
• Handle sensitive information with confidentiality and discretion.
• Perform other duties as assigned to support the overall operations of the office.

Skills

Reception experience

Organization

Professional communication

MS Office

Independent work

Customer service

Discretion

Tools

Microsoft Office Suite

Job description

RXO, Inc. in Poland is seeking an Administrator, Office and Reception Operations to be the first point of contact for visitors and callers, providing essential administrative support to ensure a smooth and welcoming office environment.

This is a full-time, in-office role with Monday–Friday workdays from 08:00 to 17:00 (including a 1-hour lunch). The role covers mail handling, meeting scheduling, procurement, basic bookkeeping support, and coordinating travel and events.