Events & Workplace Experience Coordinator (10-month contract)

Events & Workplace Experience Coordinator (10-month contract)

Scandit WARSAW

Imagine the What. Build the How.

Scandit gives people superpowers. Whether enabling delivery drivers to make quicker deliveries, matching a patient with their medication or allowing retailers to make store operations more efficient, our technology automates workflows and provides actionable insights to help businesses in a variety of industries. Join us, as we continue to expand, grow and innovate, and help take Scandit to the next level.

Your opportunity: Joining our People Team 

We put people first. Always. Our People team is central to Scandit’s success. Creating a welcoming, inclusive and spirited culture where everyone can be their best.  From helping to deliver business strategy to reshaping people processes. This is the place to be if you are looking to make a big impact as a people professional.

The Workplace Experience & Events Coordinator provides administrative and operational support to the Workplace Experience Team, ensuring event logistics, office coordination, vendor communication, and internal scheduling run smoothly. This role is responsible for keeping event planning organized through accurate documentation, timeline tracking, purchasing support, and day-to-day office management tasks that help deliver high-quality events on time and on budget.

Here’s how you’ll contribute:

Event Coordination & Logistics Support

• Support our Global Team Outing, providing end-to-end travel and logistics coordination (e.g., schedules, on-the-ground support, vendor liaison as needed).
• Coordinate and book travel using internal tools (e.g., flights, accommodation, ground transportation), manage itineraries, and support travel changes as needed in line with company travel policies.
• Coordinate the planning and execution of in-person, virtual, and hybrid events, including meetings, training sessions, workshops, onboarding, global ESG programs, hackathons, and company-wide meetings.
• Maintain event timelines, planning checklists, run-of-show documents, and project/task trackers.
• Coordinate event logistics, including room bookings, catering, A/V, staging, décor, signage, transportation, parking, and accessibility needs.
• Manage attendee communications and support, including invitations, RSVPs, registration lists, confirmations, reminders, and post-event follow-up.
• Support day-of operations as needed (set-up, check-in, vendor coordination, troubleshooting, and breakdown).
• Help create a welcoming, inclusive event experience that engages employees across teams and locations.
• Leverage AI tools to streamline coordination (e.g., drafting event communications, building checklists and timelines, summarizing notes, and creating quick first drafts of run-of-show and logistics plans), while maintaining strong judgment around accuracy and confidentiality.

Administrative & Office Coordination

• Schedule meetings, prepare agendas, capture notes, and track action items to completion.
• Organize and maintain shared files (contracts, permits, diagrams, invoices, vendor lists, templates).
• Manage office and event inventory (e.g., badges, lanyards, signage stands, cables, branded materials) and coordinate replenishment.
• Maintain team calendars for event schedules, planning milestones, and availability.
• Build strong working relationships with tenants and other internal/external stakeholders.
• Maintain a clean, organized, and well-functioning office environment, ensuring shared spaces and equipment are event-ready.
• Manage office equipment, stationery, non-IT equipment, and kitchen supplies; ensure items are stocked and aligned with health and safety standards.
• Oversee swag inventory for new hires and upcoming events, including ordering, storage, and distribution.

Who we look for

Happy optimists, curious and passionate people, experts, and culture builders who enjoy working at pace and making things happen. Those who want to challenge the status quo and how things have been done. Does this sound like you? Here are a few other key qualities you need to bring to the role:

• Experience coordinating events and/or travel logistics in a fast-paced environment (high-growth, hospitality, workplace experience, operations, or similar).
• Strong operational and administrative skills—you’re great with calendars, details, documentation, and keeping many moving pieces aligned.
• Office coordination experience—you can keep the workplace running smoothly (supplies, shared spaces, equipment, inventory, and stakeholder relationships).
• A hands-on, can-do mindset—you’re willing to roll up your sleeves to get things done, from planning to day-of execution.
• Excellent organization and attention to detail, with the ability to juggle competing priorities and deadlines without dropping the ball.
• Proactive ownership—you anticipate needs, communicate early, and follow through reliably.
• Flexible and adaptable, willing to step outside your immediate scope or comfort zone to make a real impact.

This is an initial 10-Month contract with potential to convert to permanent.

The good stuff
Here are just some of the reasons why people choose to build their career at Scandit:

• We are certified as a “Great Place to Work” in 7 countries!
• Smart, people-first culture
• Flexible, office, hybrid or home working
• Innovation hackathons 
• Global team outings 
• Festive/end of year all company celebrations 
• Your birthday off 
• Learning and development opportunities
• An attractive individual equity plan in a high growth company 
• Top notch tech pack to enable you to do your most productive work
• Brand new optimized-for-hybrid working HQ in Zurich as well as local offices in hotspots London, Tampere, Warsaw, Boston and Tokyo
• As well as specific benefits related to the location you are joining

At Scandit we strive to create an inclusive environment that empowers our employees. We believe that our products and services benefit from our diverse backgrounds and experiences and are proud to be a safe space for all.

All qualified applicants will receive consideration for employment without regard to race, color, nationality, religion, sexual orientation, gender, gender identity, age, physical [dis]ability or length of time spent unemployed. 

Imagine the What. Build the How.

“Everybody is welcome here” - Is a celebrated component of our DNA.

At Scandit we strive to create an inclusive environment that empowers our employees. We believe that our products and services benefit from our diverse backgrounds and experiences and are proud to be a safe space for all.

All qualified applications will receive consideration for employment without regard to race, color, nationality, religion, sexual orientation, gender, gender identity, age, physical [dis]ability, or length of time spent unemployed.

We help you capture every opportunity. www.scandit.com

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