Receptionist (Part Time)

OEC; Kraków; On-site; PLN 28,000 - 41,000; Part time

Job summary

OEC is seeking a part-time Facilities and Office Administrator to support our Krakow office and maintain a safe, efficient work environment. You will handle mail, security passes, vendor coordination, inventory, and travel arrangements, while assisting the Office Manager as needed.

The role requires fluent English, strong organizational and communication skills, and the ability to work independently in a fast-paced setting. This is a part-time position with Monday–Friday 8:00–12:00 hours.

Qualifications

• Availability for a part time role: Monday - Friday 8 AM-12 PM.
• Must be able to read, write, understand, and fluently speak English.
• Excellent verbal and written communication skills.
• Excellent organizational and problem-solving skills with attention to detail.
• Proficiency in Microsoft Office Suite or related software necessary to create and maintain reports and logs.
• Ability to work independently and push tasks/projects to completion, while prioritizing multiple tasks in a fast paced environment.
• Able to handle confidential information with discretion.

Responsibilities

• Maintains the physical workspace, ensuring a safe, clean, and functional work environment; supports health & safety programs and office remodeling projects.
• Meet and greet at the Krakow office; assist with mail and security passes; provide employee support.
• Coordinate with supply vendors to handle facilities-related changes and needs.
• Manage inventory of office, housekeeping, food and beverage supplies; arrange snacks and lunches delivery.
• Arrange travel for employees: hotels, transportation, meals.
• Arrange courier pickups and track deliveries of consignments.
• Process invoices from Admin vendor; review for accuracy and submit to Office Manager for payment; maintain petty cash.
• Provide back-up support for the Office Manager as needed.

Skills

English fluency

Communication skills

Organizational skills

Problem solving

Independent work

Discretion with confidentiality

Tools

MS Office Suite

Job description

Since the year 2000, OEC has grown globally to more than 1,000 employees with a double-digit revenue increase nearly every year. We provide a lively culture, employee rewards and recognition, and the opportunity to develop and implement innovative technology solutions.

Job Summary/Objective

Provides a variety of facilities and general office administration support for the Krakow, Poland office location, and ensures efficient and smooth operations of the physical work site.

Key Responsibilities & Duties (essential To The Job)

• Assists with maintaining the physical workspace, ensuring a safe, clean, and functional work environment. Coordinates health & safety programs, supports remodeling projects, helps with seating reorganizations, participates in emergency preparedness planning, and completes work assignments related to office operations.
• Meet and greet function at our Office on Wadowicka street in Krakow. Provides support with issuing mail and security passes and provides support for the employees.
• Communicates with supply vendors, as needed, to coordinate facilities-related changes and needs.
• Maintains the inventory of office, housekeeping, food and beverage supplies, and coordinates orders when required. Arranges the delivery of office snacks and lunches.
• Coordinates and communicates travel arrangements for employees. Making hotel reservations, coordinating transportation, arranging meals.
• Arranges courier pickups when needed and tracks the delivery of consignments.
• Collects and processes invoices from the Admin vendor, reviews and ensures invoices are accurate, and submits invoices to the Office Manager in a timely manner for payment. Maintains petty cash for the office.
• Provides back-up support for the Office Manager when needed.

Experience, Skills, And Key Competencies

Availability for a part time role: Monday - Friday 8 AM-12 PM

• Must be able to read, write, understand, and fluently speak English.
• Excellent verbal and written communication skills.
• Excellent organizational and problem-solving skills with attention to detail.
• Proficiency in Microsoft Office Suite or related software necessary to create and maintain reports and logs.
• Ability to work independently and push tasks/projects to completion, while prioritizing multiple tasks in a fast paced environment.
• Able to handle confidential information with discretion.

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