Welcome Desk Office Coordinator (M/K)

Welcome Desk Office Coordinator (M/K)

Miejsce pracy: Warszawa

Recruitment for

Work mode: Full-time, mostly on-site with occasional home office (Warsaw)

Working hours: Monday–Friday, 9:00–17:00

Start date: ASAP (candidates with up to a 1 month notice period will be considered)

Contract: Mandate contract via Experis (first contract for 6 months)

Overview

The Welcome Desk Host is a key member of the Corporate Real Estate (CRE) organization and a front of house ambassador of the office environment. This role is responsible for delivering an exceptional customer and employee experience by creating a welcoming, professional, and engaging workplace that reflects organizational values.

Your responsibilities

– Welcome Desk & Visitor Experience

Act as the face of the office, creating a positive first impression at the front desk and entry area

Greet visitors, employees, and internal customers, engaging in conversation upon arrival and departure

Anticipate and fulfill guests’ needs, striving to exceed expectations

Answer questions related to the building, including wayfinding, office policies, procedures, and etiquette

Coordinate visitor check ins and security procedures using the visitor management system

Notify employee hosts of their guests’ on site arrival

Manage the distribution of security badges and reconcile visitor logs

Maintain awareness of office safety and security concerns and communicate issues to relevant CRE, security, and risk management teams

Ensure the lobby and reception area remain organized, welcoming, and presentable at all times

Handle incoming mail, packages, and deliveries, ensuring items are promptly distributed or stored out of sight

Support onboarding of new employees by providing essential information and resources

– Events & Employee Engagement

Build a welcoming and collaborative office community through events and engagement initiatives

Create a positive atmosphere at the front desk through engaging and thoughtful interactions

Plan, support, promote, set up, and clear on site CRE led or CRE supported events

Support meeting room scheduling and coordination, including equipment, supplies, and catering for All Hands and office events

Partner with internal employee network teams to support inclusive initiatives

Deliver “surprise and delight” experiences for employees and visitors

– Office Communication & Administration

Create engaging and informative internal communications using Outlook, Viva Engage, and Office Raven

Ensure clear, timely, and professional communication with internal and external stakeholders

Act as a liaison between employees and internal teams, addressing workplace related inquiries

Support office ticketing and request follow up processes

Assist with administrative tasks such as business card ordering

– Business Continuity, Safety & Compliance

Participate in health and safety assessments

Support or represent the local safety committee

Maintain knowledge of fire, safety, security, and emergency procedures in line with Corporate Real Estate guidelines

Employer requirements

Fluency in Polish and English (spoken and written)

Experience in customer service, hospitality, or office administration

Experience in organizing events, initiatives

Friendly, approachable, and professional demeanor

Strong interpersonal and communication skills

Confidence interacting with individuals at all organizational levels

Very good MS Office skills (Outlook, Word, Excel)

Strong written communication skills, including clarity and attention to grammar

Detail oriented, proactive attitude and people focused mindset

– Education

Work experience or education related to hospitality management or a similar field is preferred

Optional

Genuine enthusiasm and creativity

Initiative driven approach with a focus on continuous improvement

Ability to balance efficiency with tact and diplomacy

General understanding of business operations and office support services

Ability to manage resources, programs, and processes independently

Familiarity with work order or ticketing management systems

Understanding of basic planning, goal setting, and budgeting

What employer offers

A dynamic and people-focused work environment

The opportunity to shape the office culture and employee experience

Involvement in creative and engaging office events

A role with real impact and visibility across the organization

Opportunities for growth and development within the company

MultiSport Plus

Group insurance

Medicover Premium

e-learning platform

Benefits

• sharing the costs of sports activities
• private medical care
• life insurance
• extra social benefits

– Recruitment Process

First interview with the Hiring Manager, chat + presentation (onsite)

Second interview with the team

Final stage: short chat with a VP

Experis

Experis jest globalną firmą doradztwa personalnego, adresowaną do specjalistów i kadry zarządzającej w obszarze IT. Wykorzystując potencjał kandydatów zapewniamy im wszechstronny rozwój zawodowy, łącząc ich z wiodącymi na rynku pracodawcami. Każdą technologię można kupić, ale prawdziwą wartością w biznesie są ludzie. Pozwól nam pomóc w rozwoju Twojej zawodowej przyszłości.

Agencja zatrudnienia nr 412.