Position purpose:

The Receptionist / Administrative Assistant plays a key role in ensuring the smooth day-to-day operation of the Kraków office. As the first point of contact for visitors and employees, this position requires a professional, friendly, and proactive individual who can deliver excellent service while supporting administrative and office management functions.

This role involves close collaboration with the local Office Manager and global teams, contributing to a positive office environment and efficient workplace operations.

Reception & Front-of-House Management

• Provide a full reception service in a polite and professional manner, welcoming and assisting all visitors, clients, and employees
• Ensure the reception area is consistently clean, organized, and presentable
• Manage switchboard and incoming calls, directing queries appropriately
• Oversee visitor management processes, including visitor registration, badge issuance, and desk booking coordination

Office Operations & Facilities Support

• Conduct daily and weekly office checks to ensure cleanliness and report issues to the Office Manager
• Manage reception housekeeping and coordinate with cleaning vendors where needed
• Support maintenance and presentation of conference rooms, including booking coordination
• Prepare refreshments for visitors and meetings as required
• Manage car parking arrangements and access card requests for employees

Administrative & Logistics Support

• Handle daily post and courier services, including collection and distribution
• Maintain the flow of invoices and support basic finance-related administration (deal with KseF system)
• Create and manage purchase orders for office supplies (stationery, kitchen items, equipment, etc.)
• Arrange taxis in line with company policies and approved suppliers
• Provide administrative support to various departments as needed

Coordination & Team Support

• Work closely with the Office Manager and global Office Management teams
• Ensure consistent communication and coordination across locations
• Provide backup support for team members during absences

Skills & Qualifications

• Strong communication and interpersonal skills, with a friendly and professional approach
• Excellent organizational skills with attention to detail
• Ability to multitask and prioritize effectively in a fast-paced environment
• Punctual, reliable, and well-presented
• Proactive “can-do” attitude and willingness to take initiative
• Self-motivated with the ability to work both independently and as part of a team
• Quick learner with a desire to develop new skills
• Basic proficiency in MS Office (Outlook, Word, Excel)

Additional Attributes (Nice to Have)

• Experience working in an international or corporate environment
• Familiarity with office booking systems or visitor management tools
• Interest in office sustainability and improving workplace experience

Working environment: 

• In-office

#LI-Hybrid  #LI-AS1