Office Assistant | f/m/d

About Us

ERGO Technology & Services S.A. (ET&S), a member of the Munich Re and ERGO Group, is delivering integrated IT and business services to international markets. Our expertise lies in providing advanced IT services, with a focus on modern, business-driven technology solutions. On the business side, we also support the Group in various end-to-end insurance processes, including finance, operations, and underwriting. With offices in Warsaw and Gdansk, and strong global partnerships, we foster a dynamic, multicultural environment that promotes diversity and international opportunities.

About the role

We are looking for an Office Assistant who will be the first point of contact for our guests and provide support to the team in the day-to-day functioning of the office. If you enjoy working with people, are well-organized, and thrive in a dynamic environment, this role may be a great fit for you.

How you will get the job done

• reception and guest service (issuing access cards, registering visits, providing building access support)
• ensuring smooth reception and office operations (ordering supplies, coordinating with external service providers, reporting faults and issues)
• handling incoming and outgoing mail and courier shipments (domestic and international)
• cooperating with external vendors and overseeing service delivery (e.g. couriers, office deliveries)
• coordinating document flow, archiving, and ensuring proper information circulation
• managing parking spaces and supporting office infrastructure (e.g. lockers, keys)
• participating in onboarding and offboarding processes (e.g. preparing access, collecting equipment)
• supporting the organization of meetings and company events
• preparing reports, summaries, and data for administrative purposes
• supporting the team and managers in ongoing administrative tasks and projects
• performing other tasks related to the day-to-day functioning of the reception and office

Skills and experience you will need

• good command of English (min B2)
• proficiency in MS Office
• previous experience in a similar role or in an international environment is welcome
• strong communication skills and ability to collaborate with different teams and guests
• high personal culture and professional approach to responsibilities
• strong organizational skills, independence, and attention to detail
• commitment and proactive approach to assigned tasks
• flexibility and ability to adapt to a dynamic environment
• ability to multitask and work under time pressure