Office Admin Coordinator

Orifarm is looking for a new Office Admin Coordinator for the Warsaw office, where you will play a central role in ensuring the daily administrative functions of our office run effortlessly. About the roleThe Office Admin Coordinator is responsible for managing and coordinating administrative activities within the office to ensure efficient operations. This role involves a variety of tasks including office management, administrative support, and coordination of activities to support the overall productivity of the organization. Main Tasks and ResponsibilitiesOffice Management:Managing daily office operations, including maintaining office supplies, equipment, and facilities.Ensuring the office environment is clean, organized, and conducive to productivity.Handling incoming and outgoing mail, packages, and deliveries. Administrative Support:Implementing and overseeing administrative projects, systems, procedures, and policies (e.g. travel policy)Serving as a key user and administrator of a company travel platform Egencia for both commercial office and shared service organizationCoordinating car fleet administration activities for both commercial office and shared service organization, including periodical update of car fleet policy.Providing administrative support to executives and other staff, including scheduling meetings, managing calendars, and organizing travel arrangement.Assisting in the preparation of documents, reports, and presentations.Coordinating and scheduling internal and external meetings and events Coordination Activities:Serving as the primary point of contact for office-related inquiries and requests.Coordinating with external vendors and service providers for office maintenance and servicesAssisting in the onboarding process for new hires, including setting up workstations and providing necessary materials. Communication:Handling phone calls, emails, and other correspondence, and directing them to appropriate staff.Communicating effectively with staff, vendors, and visitors to ensure smooth operations.Maintaining accurate and up-to-date records, files, and documentation.Coordinating internal communication and corporate events. Financial Administration:Assisting with basic financial tasks, such as processing invoices, expense reports, and purchase orders.Maintaining records of office expenses and budget tracking Who are you? You have:Minimum of 2-3 years of experience in office administration or a related field, preferably in international environment.Experience in managing office operations and providing administrative support.Strong communication and interpersonal skills.Ability to handle confidential information with discretion.Experience with event organization/coordination would be an asset. You are:Excellent at multitaskingProficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Detail-oriented with strong problem-solving abilities.Capable of working independently and as part of a teamFluent in English and Polish. You will report to the Director, Talent Acquisition, Diversity & Inclusion, HRBP and Warsaw Office Administration and be part of a committed team that values collaboration and operational excellence. We offer:Full-time employment contractAnnual bonusLife insurancePrivate medical careSubsidy to sports cardPension plan (PPK) Job LocationWarsaw office located at Inflancka 4A. Application deadlineASAP Why should you work for Orifarm?At Orifarm, we know that our growth comes from the development of our employees. We are an ambitious organization with an entrepreneurial culture celebrating can-do attitudes, smarts, and hearts. Our secret to success? Valuing how different skill sets join forces to make our journey happen.You will experience a work environment characterized by flexibility and a strong commitment to work-life balance, understanding that the best results come from satisfied and well-supported employees. Our international setting offers great opportunities for growth and career advancement. We also prioritize social events and gatherings to ensure that our employees feel connected and engaged with each other.We regard our feedback culture as a fundamental element in the individual employee's opportunities for learning and development. When we have good results, every employee, including student workers, is part of our bonus scheme. About OrifarmEveryone should have access to modern medicine. High costs or lack of access to pharmaceuticals should never impact our possibility to receive treatment or relief and live a healthy life. At Orifarm, we aim to bring healthy days by making modern healthcare a better deal for the people and the societies we serve. Working towards our vision, we create access to affordable, high-quality pharmaceuticals and healthcare products by challenging markets and always seeking new opportunities. With our core values paving the way, we always act responsibly and constantly with our customers at the center of our attention. And everything we do is driven by our sole purpose: For as many as possible, as healthy a day as possible. Our history goes back to 1994 when Orifarm was founded in Denmark by Hans and Birgitte Bøgh-Sørensen. Since then, Orifarm has grown from a small nine-person company into an international company operating globally in 15 countries. Today, Orifarm is Europe's largest parallel importer of pharmaceuticals and Denmark's largest supplier of pharmaceuticals, with more than 2,300 employees. We encourage everyone to applyAt Orifarm, we welcome people from all backgrounds, recognizing that the best outcomes come from a diverse and inclusive work environment. Our commitment is to create an environment where different perspectives and skills drive innovation and contribute to a sustainable future. By creating such an environment, we are confident that we can achieve better results together. We are often looking for new employees to help us grow and therefore, we may have other interesting opportunities for you. Follow us on LinkedIn to receive updates on our business activities and job opportunities: https://www.linkedin.com/feed/. Alternatively, if we do not have any vacant positions that match your interests at this time, we encourage you to submit your resume to our talent pool, from which we continuously select candidates: https://careers.orifarm.com/lp/TalentPool/28c5a1691eef5fd4/.