Office Coordinator/Assignment Support Assistant

Ready to become the person everyone relies on to keep the office running seamlessly? Join NES Fircroft as an Office Coordinator / Assignment Support Assistant in Warsaw and play a vital role in creating an exceptional workplace experience for employees, visitors, contractors, clients, and candidates alike. As the face of our Warsaw office, you'll be responsible for ensuring the smooth day-to-day operation of the workplace, maintaining a welcoming and professional environment, and providing administrative support across the business. Alongside office management responsibilities, you'll also support the administration of our contractor workforce, helping to coordinate onboarding, offboarding, compliance checks, and assignment-related activities. From coordinating office services and events to supporting employee wellbeing initiatives through our Belong Programme, you'll be at the heart of our office culture and business operations. What You'll Be Doing 💼✨ Office Operations Management - Ensure the office, reception area, meeting rooms, kitchen, and communal spaces are maintained to a high standard at all times. - Monitor office supplies and facilities, ensuring everything is fully stocked, functional, and welcoming. - Liaise with building management and service providers regarding maintenance and office requirements. Creating Outstanding First Impressions - Welcome visitors, candidates, clients, contractors, and suppliers in a friendly and professional manner. - Manage incoming telephone calls and general office enquiries. - Act as the first point of contact for guests and external visitors. Assignment Support & Contractor Administration - Support the onboarding and offboarding of contractors, ensuring all required documentation and processes are completed accurately and on time. - Assist with the day-to-day administration of contractor assignments. - Maintain accurate contractor records and documentation in line with company procedures. - Conduct reference checks and support compliance-related administrative activities. - Liaise with contractors, consultants, recruiters, HR, and operational teams regarding assignment-related queries. - Support reporting and tracking of contractor administration activities where required. Administrative Support - Assist with day-to-day administrative duties including expense processing, invoice management, filing, and record keeping. - Manage incoming and outgoing post, deliveries, and courier arrangements. - Support the wider business with ad hoc administrative tasks when required. Meeting & Calendar Coordination - Coordinate meeting room bookings through Outlook and ensure efficient scheduling. - Prepare meeting spaces and arrange refreshments when required. - Support internal meetings, leadership visits, and business events. Vendor & Supplier Management - Maintain relationships with office suppliers and service providers. - Order office supplies, kitchen consumables, and equipment. - Coordinate catering arrangements for meetings, training sessions, and team events. Travel & Logistics Support - Assist employees with business travel bookings and related arrangements. - Coordinate courier services and ensure the smooth distribution of important documents and materials. Employee Engagement & Wellbeing - Support the delivery of local office events, charity initiatives, and wellbeing activities. - Assist with employee recognition programmes and celebrations. - Help drive engagement through activities aligned with NES Fircroft's Belong Programme. What We're Looking For 🔍👀 Experience - Previous experience in administration, customer service, reception, hospitality, office coordination, recruitment support, HR administration, or a similar role. - Experience working in a fast-paced office environment is desirable. - Recent graduates with strong organisational and customer service skills are encouraged to apply. Customer Service Excellence - Passionate about delivering exceptional service to employees, visitors, contractors, candidates, and clients. - Professional, friendly, and approachable manner. Organisation & Prioritisation - Strong organisational skills with the ability to manage multiple priorities simultaneously. - Excellent attention to detail and accuracy. Communication Skills - Strong verbal and written communication skills. - Comfortable interacting with stakeholders at all levels, both locally and internationally. Technology Proficiency - Good working knowledge of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint. - Ability to learn new systems quickly. Proactive Mindset - Self-motivated and capable of working independently. - Takes ownership of tasks and actively seeks opportunities to improve processes. - Able to anticipate needs and take initiative. Team Player - Collaborative approach with a willingness to support colleagues and contribute to a positive workplace culture. Language Skills - Fluency in Polish and English is essential. - Additional languages would be advantageous. Who Are We? 🌍 NES Fircroft is a leading global workforce solutions provider, partnering with some of the world's most innovative companies across Energy, Engineering, Life Sciences, Chemicals, Manufacturing, and Technology sectors. With over 90 offices worldwide and more than 50 years of expertise, we're passionate about connecting exceptional talent with exciting opportunities while creating an outstanding employee experience for our teams across the globe. At NES Fircroft, we believe great workplaces are built by great people. That's why we invest heavily in our employees, foster an inclusive culture, and create opportunities for personal and professional growth. NES Fircroft – Powering People. Delivering Projects.