Office Coordinator

Astek Polska

We are a part of ASTEK Group, which has been gathering experience in the global consulting and engineering services market since 1988. ASTEK Group is a global player in engineering and technology consulting, present on 5 continents.

What do we learn from other Group entities in our daily work? First and foremost: inspiration, objectives, good practices, innovative activities and values. In 2020, 2021, 2022 and 2023 we received the Great Place to Work certificate, and found ourselves among the 15 Best Workplaces in Poland in the category: large companies.

How about joining ASTEK Polska’s community of Office Coordinators?

Location:

• Warszawa (on-site)

General tasks:

• Manage/administrate the switchboard for Scandinavia and Poland
• Manage/administrate the incoming and outgoing mail, business expense mgmt., packages and filing of documents for all four locations in Scandinavia and Poland 
• Update and initiate work documents and process descriptions for the Administration
• Structuring of the Intranet for Scandinavia and Poland, manage and update internal information. Update information TV-screens
• Handle and manage invitations, participants, and practical arrangements for meetings such as staff meetings, management meetings, customer meetings, etc. for all business units in Scandinavia and Poland
• Manage all practical, administrative arrangements for newcomers and terminated employees, e.g., access cards, lockers, parking etc. in Scandinavia and Poland
• Reviewing and updating the on- and off-boarding procedures for Scandinavia and Poland, ensuring a smooth process
• Arranging social gatherings, celebrations, and opportunities for employees to interact at the offices or remotely, throughout the year 
• Manage registrations in systems such as e-learning, homepage, phone system etc.
• Manage and order supplies for all locations in Scandinavia and Poland
• Handle parking permits/system
• Assist in the handling of the company cars in Warsaw
• Handle the contact with facility suppliers, such as cleaning, flower service, property owners etc.
• Responsible for the walk through of the office in connection to our fire protection control
• Ensure proper condition and functioning of meeting rooms and employee recreation area

Requirements:

• 2+ years experience in administrative positions
• English at B2/C1 level
• Good problem solving and communication skills

Added value for you:

• Long-term cooperation
• Possibility to choose preferred type of cooperation (regular job contract with all benefits or flexible B2B contract)
• Technical trainings, certificates and upskilling
• Competence Center mentoring - you will be a member of CC community from the first day of your work. You’ll have a chance to develop your skills, participate in various conferences and share your knowledge and experience with people who face the same challenges in their daily work
• Clear career path
• Employee benefits package
• Friendly work atmosphere, social events and team-building meetings

Nr ref: AO188940