2 days ago Be among the first 25 applicants
Warsaw | 100% FTE, 100% onsite | Reference 7415
Our Warsaw office is a workplace for over 300 employees and growing. We operate in a modern, well‑connected office, partnering closely with colleagues in Zurich, Madrid, and other SIX locations. English is our working language across teams.
The Office Coordinator will be the operational heartbeat of the Warsaw site—ensuring an excellent employee and visitor experience, running reception operations together with an Office Assistant colleague, coordinating vendors, handling health & safety (BHP), GUS reporting, and independently driving small office projects. This role reports locally to the Country Head and will collaborate closely with Facilities, HR, IT, and Finance colleagues.
Please note: this position requires daily presence in our Warsaw office.
What You Will Do
- reception and front-of-house: welcome visitors, manage calls, mail/couriers, meeting rooms, supplies, access badges, and liaise with building security
- vendor and facilities management: coordinate cleaning personnel, maintenance, catering and other suppliers; oversee costs, repairs, preventive maintenance, and office inventory/purchasing
- health, safety: act as local HSE focal point; maintain documentation, organize trainings/drills, manage emergency procedures, inspections, and required authority reporting
- employee experience and site communications: be the first contact for office matters; support on‑site events/visits; gather feedback and drive improvements
- projects and reporting: plan and execute small office projects – refurbishment, additional office equipment; track budgets; support organization of internal volunteering projects and budget; standard reporting to local authorities in timely manner
What You Bring
- fluency in Polish and English (both minimum at C1 level)
- 3+ years of experience in office management, facilities coordination, or a senior receptionist/office coordinator role in an international environment; experience managing vendors and small projects
- proficiency with MS Office/365 and collaboration tools
- strong internal client focus with a "can‑do" and "roll‑up your sleeves" attitude
- the ability to set priorities, troubleshooting skills and high motivation to work
- excellent communication and interpersonal skills with strong willingness to evolve in a dynamic and growing business and international organization
What We Offer
- hybrid model up to 40% working from home
- private Medical care and life insurance
- meal, transportation and electricity allowance
- up to 20 days working from abroad / Day for U
- access to technical and language learning platforms
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