Receptionist

Job Title:

Receptionist

Job Description

Responsibilities:

• Greeting clients and visitors (which includes future employees for interviews) and helping them navigate the office.
• Announcing clients or visitors.
• Helping maintain the workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs. Also making sure the visitor log is up to date with all the details.
• Personally delivering new badges/giving access for new employees and requesting them to sign the related documents and putting them in a file.
• Making sure that all the office visitor policies are signed by them (receiving the “visitor badge” form, “for your and our safety” form)
• Maintaining a list with all the active badges (active employees) and ex-employees.
• Maintaining a list with all the home addresses for employees and ex-employees (as this is needed for sending various documents or packages).
• Maintaining a monthly list for ex-employees that have been terminated (this is updated with the reception of their computer equipment and also checking that everything is in order with it; and if not, noting the issue and following up again until all the components are back to us)
• Assisting with a variety of administrative tasks including copying, taking notes, and making travel plans (this also includes making reservations for hotels, renting cars, or sending taxis to a desired location)
• Preparing meeting and training rooms, with food, beverages, flowers and making sure that it’s cleaned by the cleaning team, in case of visits.
• Answering phone calls, and, if needed, routing them to the relevant department.
• Maintaining a contact with the employees from other cities (for example: announcing them the delivery of various confidential packages or documents).
• Performing ad-hoc administrative duties (for example, if something has broken or stopped working: contacting the building’s repair team for the needed reparations, or if there are connectivity issues – contacting the IT department, and so on).
• Sorting and distributing mail to the necessary department.
• Scheduling appointments when needed.
• Packaging computers or documents or other various packages that need to be delivered to the employees via courier. And maintaining a close relationship with the external courier partner (checking the package tracking, rerouting a package, sending a courier to pick up a package, etc.)
• Making sure the files/records for labour protection are signed by every employee, as this is needed by Polish law.
• Updating the notice boards with various information.
• Translating various documents, announcements, or contests for the marketing team and distributing the information to all employees.
• Checking if important and confidential documents have been received and putting the signed receipts in a file.
• Maintaining a file with all facility documents and invoices for various services.
• Checking with the other teams/departments necessities and making a list for office supplies and coffee room supplies, to be ordered by the facility team

Skills & Qualifications:

• Experience receptionist, administrative or client support role
• Knowledge in English Language (B2-C1 minimum requirement) and native-level proficiency in Polish
• Proficiency in other European language is an advantage
• Knowledge in MS Office
• Excellent customer service and communication skills
• Excellent time management and soft skills
• Ability to manage multiple tasks and adapt to change in fast-paced dynamic environment

Location:

POL Katowice - Global Office Park, Building A2 Flrs 10 thru 13

Language Requirements:

Time Type:

Full time

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