Office Services Coordinator & Receptionist

Job Description

Office Services Coordinator \& Receptionist

Contract: Full time, Permanent

Team: Office Services

Office Location: Warsaw (on-site)

The role:

Reporting into the Office Services Manager, this role is responsible for ensuring coverage of the Poland offices and providing postal/filings administrative support.

What your day will look like:

Postal/Document Management

• Administer all incoming documents into the Warsaw office ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified
• Manage outgoing correspondence, including coordinating courier collections, handing over prepared shipments, and maintaining accurate records of incoming and outgoing mail in the correspondence register and caseworkers notified

Office Administration

• Monitor all office stock levels including: stationery, vending machine, coffee machine, kitchen supplies, copy points and place orders as needed (where applicable), placing orders as required to maintain business continuity
• Book travel for staff as requested via our travel provider

Financial Administration

• Carry out financial administration tasks, including saving and reviewing invoices, processing receipts, and managing expense documentation through the Emburse system.
• Support monthly expense reconciliation processes and maintain accurate financial records .

Reception

• Welcome visitors to the Warsaw office and represent Fragomen
• Answer and direct all calls into the main switchboard, take details of new enquiries and pass on efficiently
• Proactively manage the future reception area and meeting rooms, to ensure that they are tidy and have refreshments and equipment where necessary. Assist staff with bookings when needed

Event Planning \& Coordination

• Assist with the delivery of company events, including employee engagement initiatives, town halls, training sessions, team meetings, client events, celebrations, and office-wide activities.
• Assist with the coordination of venues, vendors, catering, communications, logistics, and event-related administration to ensure successful event execution.

What we are looking for:

Essential criteria:

• Relevant administrative, office support and customer service experience in a similar role is a plus. However, we also welcome candidates who are looking to start their career in a corporate environment and are eager to gain valuable professional experience.
• Attention to detail, time management and strong communication skills will be key to the role.
• English language skills.

Preferred skills:

• Able to act under instruction
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Implement effective processes to manage workflow and meet deadlines
• Demonstrates proficiency in word processing, internet and email systems
• Completes tasks within agreed timeframes and in line with expectations
• Ensures work completed is accurate and follows standard layouts
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include (but are not limited to):

• Competitive Salary: We offer salaries that reflect your skills and experience
• Health and Wellness: Private Medical Insurance
• Protection and Security: Pension scheme
• Professional Development: Access to our e-learning platform

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html .

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.