Koordynator ds. Administracji / Administration Coordinator

The Administration Coordinator will perform a multi-tasking role in our office in Gdansk, Poland.  This role will ensure the efficient day-to-day functioning of the office, and support the work of management and other staff by coordinating and/or performing a wide variety of administrative activities mainly in the following areas:

• Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues;
• Order catering, book rooms and prepare place for visitors, schedule and organize meals for the Leadership
• Invite candidates for recruitment meetings in the office and via Skype and schedule the meetings in the calendar for all the parties in cooperation with HR department
• Administrate the building access cards

• Manage incoming and outgoing company correspondence
• Order, receive and store the office supplies ensuring that basic supplies are always available
• Update the organization's databases (office space report, email and phone registry, etc.)
• Coordinate the maintenance of office equipment (e.g. lightning, coffee machines, air conditioning, etc.)
• Collect, code and process invoices into financial system as required in collaboration with the
• AP department
• Supervise the process of payment by the weekly update of payment report

• Organize internal company events in the cooperation with other departments  
• Order catering, provide all necessary supplies, prepare the room if needed
• Contact vendors, arranging all matters related to the event
• Organize all activities related to All Hands Meetings (e.g.  reserve meeting room that fulfills all requirements, organize  transport for all participants, organize catering for the event)

• Bachelor’s or Master’s degree
• 1-2 years of experience in a similar role, preferably in a fast paced, international office environment
• Strong verbal and written communication skills in English and Polish
• Excellent administrative and organization skills
• Accounting knowledge and experience will be an advantage
• Focused on problem solving
• Ability to independently prioritize and plan work activities, use time efficiently and develop realistic action plans
• Computer and reporting skills
• Ability to manage competing demands in the work environment and being able to deal with frequent change, delays or unexpected events
• Ability to maintain confidentiality
• Actively promoting and personally observing safety and security procedures
• Sense of humor and high energy