Welcome Desk Office Coordinator

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.

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

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

Preferred Skills

• 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

Education

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

Recruitment Process

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

• Second interview with the team

• Final stage: short chat with a VP

What We Offer

• 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