Administrator, Office and Reception Operations
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What you'll do
- Manage the reception area, greeting and directing visitors, and handling general inquiries with professionalism and efficiency.
- Sort and distribute incoming mail and packages, and prepare outgoing mail and shipments.
- Schedule and coordinate meetings, appointments, and conference room bookings, including setting up and clearing meeting spaces.
- Order and maintain office supplies inventory, ensuring adequate stock levels and managing vendor relationships for procurement.
- Maintaining the office's aesthetics, order, and proper equipment
- Organization of corporate meetings and events – including charity initiatives and New Year's parties
- Assist with various administrative tasks, including data entry, filing, scanning, and preparing documents and presentations.
- Provide support for travel arrangements for staff, including booking flights, accommodation, and transportation.
- Process expense reports and assist with basic bookkeeping tasks as required.
- Act as a liaison between staff and IT contractors, as well as building management for maintenance requests and facility-related issues.
- Coordinating servicing, repairs, and inspections
- Assist with onboarding new employees by preparing workspaces and providing initial administrative support.
What they're looking for
- Proven experience (1+ years) in an administrative, receptionist, or office support role, preferably in a corporate environment.
- Excellent verbal and written communication skills, with a professional and courteous demeanor.
- Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment.
- Ability to work independently and as part of a team, demonstrating initiative and a proactive approach.
- Exceptional interpersonal skills and a customer service-oriented attitude.
- Discretion and ability to handle confidential information appropriately.
- Overall English at least B2 level
- Overall Polish at least B2 level
Nice to have
- Driving license
- Familiarity with basic office procedures and practices
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
Accelerate your career at RXO
RXO is a leading provider of transportation solutions. With cutting-edge technology at the center, we’re revolutionizing the industry with our massive network and commitment to finding solutions for every challenge. We create more efficient ways for shippers and carriers to transport goods seamlessly across North America, Europe, Asia, and beyond—creating smarter, more sustainable supply chains for a global economy. The company is globally headquartered in Charlotte, N.C. regionally headquartered in Amsterdam, NL. Visit RXO.com for more information and connect with RXO on Facebook, X, LinkedIn, Instagram, and YouTube.
Compensation for this role is 5 200 PLN - 6 000 PLN monthly
The Administrator, Office and Reception Operations will be the first point of contact for visitors and callers, providing essential administrative and operational support to ensure the smooth and efficient functioning of the RXO Poland Office. This role is crucial for maintaining a professional and welcoming environment for all stakeholders.
Full time in office work.
Working days: Monday - Friday
Working Hours: 08:00 - 17:00 (incl. 1hr lunch break)
Job Responsibilities:
- Manage the reception area, greeting and directing visitors, and handling general inquiries with professionalism and efficiency.
- Sort and distribute incoming mail and packages, and prepare outgoing mail and shipments.
- Schedule and coordinate meetings, appointments, and conference room bookings, including setting up and clearing meeting spaces.
- Order and maintain office supplies inventory, ensuring adequate stock levels and managing vendor relationships for procurement.
- Maintaining the office's aesthetics, order, and proper equipment
- Organization of corporate meetings and events – including charity initiatives and New Year's parties
- Assist with various administrative tasks, including data entry, filing, scanning, and preparing documents and presentations.
- Provide support for travel arrangements for staff, including booking flights, accommodation, and transportation.
- Process expense reports and assist with basic bookkeeping tasks as required.
- Act as a liaison between staff and IT contractors, as well as building management for maintenance requests and facility-related issues.
- Coordinating servicing, repairs, and inspections
- Assist with onboarding new employees by preparing workspaces and providing initial administrative support.
- Handle sensitive information with confidentiality and discretion.
- Perform other duties as assigned to support the overall operations of the office.
Job Qualifications:
- Proven experience (1+ years) in an administrative, receptionist, or office support role, preferably in a corporate environment.
- Excellent verbal and written communication skills, with a professional and courteous demeanor.
- Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment.
- Ability to work independently and as part of a team, demonstrating initiative and a proactive approach.
- Exceptional interpersonal skills and a customer service-oriented attitude.
- Discretion and ability to handle confidential information appropriately.
Languages
- Overall English at least B2 level
- Overall Polish at least B2 level
Preferred:
- Driving license
- Familiarity with basic office procedures and practices
Does this sound like you? Check out what else RXO has to offer.
Why Join Us:
Our Benefits
Private Medical care
Sport Package - Multisport Plus
Group Life Insurance
Onsite English Classes
Free access to internal e-learning platform to grow in your profession and gain new skills
Diverse and Inclusive environment
Community Service Day
Internal Career Growth Programs
Our company is committed to creating a diverse and inclusive workplace. We ensure that all recruitment decisions are made without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other protected status. All candidates will be considered based on merit, qualifications, and business needs. We actively promote equal opportunities and strive to eliminate bias at every stage of the hiring process. Review RXO's European privacy statement here.
Company
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