Office Administrator

Position Overview:

Working closely with the HR, IT Service Desk and Senior Management teams, office administrators are responsible for keeping our office running smoothly. This role involves a wide range of duties, including:

• Arranging daily food deliveries with caterers and suppliers and ensuring SLAs are met.
• Maintaining an organized and well-stocked pantry.
• Liaising with multiple external suppliers to maintain the office’s physical environment; whether that be cleaners, plumbers, electricians, engineers or building management.
• Maintaining the office stationery, business cards and company branded equipment.
• Responsible for the repair and maintenance of office equipment.
• Processing inbound/outbound mail to the Warsaw office, distributing to employees, and arranging local couriers and international carriers.
• Greeting visitors and coordinating in-person or VC meetings.
• Ensuring health and safety standards up to date, arranging fire safety/first aid training as needed.
• Planning quarterly office events at various new and interesting venues across Warsaw, and running these events employees.
• Using Workday daily to submit office expenses.
• Contract negotiation with external vendors, including liaising internally with legal and finance departments.
• Working with our technical service desk team to coordinate desk moves and troubleshoot hardware issues for users.
• Producing high quality emails and messages to individuals at all levels of the organization.
• Managing multiple internal systems and processes, completing data entry to ensure accurate collation of information to senior management.
• Supporting HR with the onboarding/offboarding process by helping schedule interviews, orientations, and desk arrangements.

Required Qualifications:

It requires someone who is confident of their own abilities, able to juggle several requests at any one time, and able to remain friendly and approachable when communicating with multiple personalities.

• Bachelor’s degree level education or equivalent
• 3 years’ experience in a similar role
• Strong proficiency in Microsoft office, specifically Outlook and Excel
• High level of confidence using software and internal platforms and ability to pick up new systems
• Experience with Workday for expensing
• Experience using an issue tracking system or ticketing software
• Previous roles in finance industry are a bonus
• Use of floorplan management software in previous roles is a bonus
• Able to work occasional weekends or events, as needed