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Administrative Coordinator

1 tydzień temu

Katowice, Silesia, Polska Gdziepracujemy Pełny etat

Job Title: Administrative Coordinator

Job Description:

About the Role:

We are seeking an experienced and skilled Administrative Coordinator to join our team. The successful candidate will be responsible for providing exceptional customer service, managing office operations, and ensuring the smooth day-to-day running of our global office.

Key Responsibilities:

  1. Greet clients and visitors, assisting them in navigating the office and ensuring a positive first impression.
  2. Announce clients or visitors and maintain workplace security by issuing, checking, and collecting badges as necessary.
  3. Help maintain visitor logs, ensuring all details are up to date and accurate.
  4. Personally deliver new badges to employees and request related documents, filing them appropriately.
  5. Ensure all office visitor policies are signed and maintained.
  6. Maintain active and ex-employee lists, including home addresses for sending various documents or packages.
  7. Manage monthly ex-employee lists, updating them with received computer equipment and following up until all components are returned.
  8. Assist with administrative tasks, including copying, taking notes, and making travel plans.
  9. Prepare meeting and training rooms with food, beverages, and flowers, ensuring cleanliness by the cleaning team.
  10. Answer phone calls and route them to relevant departments when needed.
  11. Maintain contact with employees from other cities regarding confidential package delivery.
  12. Perform ad-hoc administrative duties, such as contacting repair teams or IT departments.
  13. Sort and distribute mail to necessary departments.
  14. Schedule appointments when required.
  15. Pack computers or documents for employee delivery via courier and maintain relationships with external partners.
  16. Ensure labor protection files are signed by all employees, as required by Polish law.
  17. Update notice boards with important information.
  18. Translate documents, announcements, or contests for the marketing team and distribute information to employees.
  19. Check receipt of important and confidential documents and file signed receipts.
  20. Maintain facility documents and invoices in a centralized file.
  21. Coordinate office supply ordering with facility teams.