Receptionist and Office Administrator

Join Vonage and help us innovate cloud communications for businesses worldwide
Receptionist / Office Administrator (15 month Maternity FTC)
Why This Role Matters
Based in our Wroclaw office in Poland, reporting to the Facilities Manager in London, you will be the key EMEA Facilities representative for Vonage, supporting 400+ employees

Being a cultural ambassador for the company's model behaviours you will ensure all offices run efficiently and promote a welcoming atmosphere for all employees, making it a destination place to work

Your Key Responsibilities
Office & Facilities Operations

• Ensure the effective daily running of the Wrocław office, maintaining high standards of cleanliness, safety, and functionality.
• Manage office supplies, consumables, and workplace services.
• Coordinate maintenance, repairs, and vendor activities in cooperation with property management.
• Handle incoming and outgoing domestic and international courier shipments.
• Maintain documentation, inventories, and Facilities records in line with company policies and budgets.
• Support office moves, refurbishments, space planning, and workplace improvement initiatives.

Reception & Front-Office Management

• Manage reception duties including greeting visitors, answering calls, and handling mail and deliveries.
• Oversee meeting room bookings and maintain professional appearance of all office areas.

Vendor, Procurement & Finance Administration

• Prepare service and vendor contracts for Procurement review.
• Onboard EMEA vendors in Oracle, raise Purchase Orders, and monitor invoice processing with Accounts Payable (U.S.).
• Complete monthly credit card reconciliations for EMEA Facilities expenses.
• Maintain strong working relationships with suppliers and service partners.

Access & Security

• Manage access cards and permissions for employees and visitors.
• Monitor access systems and ensure compliance with security procedures.

Employee Experience & Culture

• Promote a positive, collaborative working environment aligned with company values.
• Coordinate wellness, volunteering, and office engagement initiatives.
• Support the administration of regional group medical scheme policies, including claims and annual renewal quotes.

Event Coordination

• Organise internal office events and recurring activities within budget.
• Support planning and delivery of offsite meetings and larger team gatherings.
• Facilitate visits of international colleagues and executive stakeholders.

Support for Global HR, IT, and Central Functions

• Assist with onboarding and offboarding processes, including workspace setup and access management.
• Manage confidential information with discretion and professionalism.
• Act as a local contact for Finance, HR, Legal, Recruitment, and Executive Assistants.
• Participate in weekly 1:1 meetings with the Facilities Manager and monthly Global Facilities calls.

Health, Safety & Compliance

• Act as the employer's representative for workplace health and safety at the Wrocław site.
• Coordinate safety checks, compliance activities, and support audits.
• Ensure employees are informed of workplace safety and emergency procedures.

What You'll Bring

• Proven experience in office management, facilities operations, or a similar role, with a strong focus on maintaining a safe, organized, and welcoming workplace.
• Strong level of English with professional written and oral communication skills.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously.
• Experienced in using Linux and/or Windows operating systems.
• Proficient with Gmail and Google Workspace applications.
• Discretion and professionalism in handling confidential information, including HR, legal, and executive matters.
• Proactive, solutions-oriented mindset with strong problem-solving abilities and attention to detail, supporting smooth daily operations and workplace improvements.
• Demonstrates high-level administrative and organizational skills with excellent attention to detail.
• Able to work independently and take initiative
• Strong interpersonal and communication skills, capable of managing reception duties, building positive relationships with employees, vendors, and visitors, and supporting a collaborative office culture.

There's no perfect candidate.
You don't need all the preferred qualifications to make a valuable impact on our team. Our employees and customers come from diverse backgrounds, so if you're passionate about what you could achieve at Vonage, we'd love to hear from you.

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Who We Are
Vonage is a global cloud communications leader. And your talent will further help brands - such as Airbnb, Viber, WhatsApp, and Snapchat - accelerate their digital transformation through our fully programmable-based unified communications, contact center solutions, and communications APIs. Ready to innovate? Then join us today.

Note: The purpose of this profile is to provide a general summary of essential responsibilities for the position and is not meant as an exhaustive list. Assignments may differ for individuals within the same role based on business conditions, departmental need or geographic location.