Receptionist and Office Administrator (15 month FTC)

Receptionist / Office Administrator (15 month Maternity FTC)

Why this role matters:

Based in our Wroclaw office in Poland, reporting to the Facilities Manager in London, you will be the key EMEA Facilities representative for Vonage, supporting 400+ employees

Being a cultural ambassador for the company’s model behaviours you will ensure all offices run efficiently and promote a welcoming atmosphere for all employees, making it a destination place to work

Your key responsibilities:

Office & Facilities Operations

• Ensure the effective daily running of the Wrocław office, maintaining high standards of cleanliness, safety, and functionality.
• Manage office supplies, consumables, and workplace services.
• Coordinate maintenance, repairs, and vendor activities in cooperation with property management.
• Handle incoming and outgoing domestic and international courier shipments.
• Maintain documentation, inventories, and Facilities records in line with company policies and budgets. 
• Support office moves, refurbishments, space planning, and workplace improvement initiatives.

 

Reception & Front-Office Management

• Manage reception duties including greeting visitors, answering calls, and handling mail and deliveries.
• Oversee meeting room bookings and maintain professional appearance of all office areas.

 

Vendor, Procurement & Finance Administration

• Prepare service and vendor contracts for Procurement review.
• Onboard EMEA vendors in Oracle, raise Purchase Orders, and monitor invoice processing with Accounts Payable (U.S.).
• Complete monthly credit card reconciliations for EMEA Facilities expenses.
• Maintain strong working relationships with suppliers and service partners.

 

Access & Security

• Manage access cards and permissions for employees and visitors.
• Monitor access systems and ensure compliance with security procedures.

 

Employee Experience & Culture

• Promote a positive, collaborative working environment aligned with company values.
• Coordinate wellness, volunteering, and office engagement initiatives.
• Support the administration of regional group medical scheme policies, including claims and annual renewal quotes.

 

Event Coordination

• Organise internal office events and recurring activities within budget.
• Support planning and delivery of offsite meetings and larger team gatherings.
• Facilitate visits of international colleagues and executive stakeholders.

 

Support for Global HR, IT, and Central Functions

• Assist with onboarding and offboarding processes, including workspace setup and access management.
• Manage confidential information with discretion and professionalism.
• Act as a local contact for Finance, HR, Legal, Recruitment, and Executive Assistants.
• Participate in weekly 1:1 meetings with the Facilities Manager and monthly Global Facilities calls.

 

Health, Safety & Compliance

• Act as the employer’s representative for workplace health and safety at the Wrocław site.
• Coordinate safety checks, compliance activities, and support audits.
• Ensure employees are informed of workplace safety and emergency procedures.

 

What you'll bring:

• Proven experience in office management, facilities operations, or a similar role, with a strong focus on maintaining a safe, organized, and welcoming workplace.
• Strong level of English with professional written and oral communication skills.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously.
• Experienced in using Linux and/or Windows operating systems.
• Proficient with Gmail and Google Workspace applications.
• Discretion and professionalism in handling confidential information, including HR, legal, and executive matters.
• Proactive, solutions-oriented mindset with strong problem-solving abilities and attention to detail, supporting smooth daily operations and workplace improvements.
• Demonstrates high-level administrative and organizational skills with excellent attention to detail.
• Able to work independently and take initiative
• Strong interpersonal and communication skills, capable of managing reception duties, building positive relationships with employees, vendors, and visitors, and supporting a collaborative office culture.

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