Receptionist / Administrative Specialist

About deepsense.ai

We help companies gain a competitive edge by delivering customized AI solutions. Our mission is to empower our clients to unlock the full potential of AI.

We are specialized in key technologies such as LLM & RAG, MLOps, Edge Solutions, Computer Vision, and Natural Language Processing.

Our team of 120 world-class AI experts has worked on 200+ commercial and R&D projects with companies such as Unstructured, Google, Brainly, DocPlanner, B-Yond, Zebra Technologies, Hexagon, and many more.

Position overview

Employment type: B2B or contract of mandate

Operating mode: Onsite

Location: Poland, Warsaw [Widok Towers]

Languages: English and Polish

What we believe in?

• Team Strength – sharing and exchanging knowledge is key to our daily work
• Accountability – we take responsibility for the tasks entrusted to us so that ultimately the client receives the best possible quality
• Balance – we value work-life balance
• Commitment – we want you to be fully part of the team
• Openness – we don’t want you to be locked into one solution, we want to look for alternatives, explore new possibilities

Responsibilities:

We are looking for a Receptionist/Administrative Specialist who will serve as the friendly face for our guests and team members, creating a welcoming office atmosphere. In this multifaceted role, you’ll manage travel bookings and provide essential administrative support. Located on the 25th floor of Widok Tower in central Warsaw, you’ll enjoy breathtaking views of the city skyline in an inspiring work environment.

Reception Desk & Communications

• welcome and help visitors and team members with a friendly attitude,
• answer our main office phone line professionally,
• work with building reception to arrange guest access and parking,
• be the main contact person for building management, maintenance staff, and service providers (like our cleaning company).

Administrative Operations

• handle incoming and outgoing mail and packages,
• order lunch deliveries, food items, and office supplies,
• receive deliveries and keep kitchen and storage areas stocked,
• enter invoices into our electronic workflow system,
• help improve how the office works day-to-day.

Travel & Special Projects

• book flights, trains, and hotels for staff,
• handle travel details like dietary needs and insurance,
• set up decorations for special events (or arrange for an external contractor to do it),
• complete special tasks assigned by Management.

Required Skills and Qualifications:

• good communication skills,
• well-organized with good time management,
• knowledge of MS Office and Google Workspace,
• good English,
• positive attitude and team spirit,
• experience in similar jobs is nice to have.

We offer:

• a full-time position with standard working hours from 8:30 to 16:30,
• an attractive benefits package,
• chance to work in our main office in a dynamic environment.