Office Coordinator / Facility Assistant

Our People & Places Solutions business – reinforces our drive to improve the lives of people everywhere and epitomizes the "why" of what we do – the tremendous positive impact and value our solutions bring to our communities and society as a whole. From facilities delivering life-saving therapies and ensuring clean water to enabling the connection of people through all modes of transportation and providing access to technology – were integrating a multitude of these solution elements to build the smart environments of tomorrow.

We have more than 1800 colleagues in Poland, supporting our business in all global regions. Our Global Delivery Center (GDC) engineers in Krakow and Warsaw office collaborate on the design and delivery of local and global projects in the fields of engineering, design and construction. Our Global Business Services (GBS) specialists provide global support and expertise in the fields of Accounting, Procurement, IT, HR and Graphic Design.

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow.
Office Coordinator / Facility Assistant
Location: Warszawa
Job ID: REA00004F

Your Impact:

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow.

As Office Coordinator you will be responsible for all administration of our Warsaws office which has a seating capacity for 74 staff and managing all issues related to facility services, reception, HSE.

Major tasks:

  • Support maintenance activities both in-house delivered and externally delivered (e,g, monthly emergency light testing – accompany supplier and ensure reports received on time and uploaded to our compliance tool with associated actions)
  • Support Facility Team for communications related activities and logistics
  • Reception – standard tasks related to front office
  • Various reporting requirements using excel – housed counts, space utilization
  • Conference book rooming / room configuration   
  • Management of vendors and service providers 
  • Ordering stocks and supplies for office and welfare areas
  • Receive/sign-in deliveries and ensure collected swiftly
  • Liaise with Building Manager / POC / Security
  • Support all Health, Safety, Environmental and Security initiatives, and tasks to support the running of the office
  • Active role in implementing all HSE regulations and procedures (including test evacuation, fire alarms etc.)

Here’s What You’ll Need:

  • Fluent English
  • Very good Polish (min. B2 level)
  • Previous experience from reception or facilities/administration functions  
  • Good to have HSE related experience or/and education
  • Able to work independently plus as a team 
  • Customer service orientated
  • Strong communication skills, written and verbal
  • Multi-tasker and manage ever-changing priorities
  • Team-player / collaborative
  • Advanced MS – Excel, Word, Outlook, PowerPoint

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