Site Office Management Assistant

Job Description

Think Global, Work Local with Maersk Global Service Centre!

Are you ready to join an organization on an industry-defining journey? At Maersk, we are a global business with 100,000 employees across 130 countries, and our Global Service Centres (GSC) are at the heart of our operations. Our GSC sites are already established across 12 locations in 7 countries – and we are still growing. We’ll soon be opening our newest GSC in central Warsaw, supporting our growing customer base and commitment to operational excellence.

Our new GSC offers a great opportunity for motivated finance professionals to bring their skills and expertise to a dynamic environment where they can gain cross-functional, end-to-end customer support experience, engage in complex problem-solving with global colleagues, and be at the centre of our global logistics operations.

Find yourself welcome in our diverse and inclusive culture, working alongside a team of experts around the world, where you are valued for who you are and rewarded for what you bring.

About the Role:

The Site Office Management Assistant provides crucial support to the administration and procurement teams by assisting in the procurement process, managing office operations, and ensuring efficient workflow. This role is essential in maintaining organizational effectiveness and facilitating smooth operations across departments.

Your Key Responsibilities:

Administration

• Office Management:

  • Assist in maintaining office supplies inventory and manage the ordering process for office materials.

  • Coordinate office maintenance and repairs, liaising with vendors and service providers.

• Document Management:

  • Organize and maintain filing systems, both electronic and physical, ensuring easy access to documents and records.

  • Prepare and distribute internal communications, such as memos and announcements.

• Meeting Coordination:

  • Schedule and coordinate meetings, including booking conference rooms and preparing agendas.

  • Take minutes during meetings and distribute them to relevant stakeholders.

Procurement Tasks:

• Supplier Interaction:

  • Assist in sourcing and evaluating suppliers, obtaining quotes, and maintaining supplier databases.

  • Liaise with vendors to ensure timely delivery of goods and services, resolving any issues that may arise.

• Purchase Orders:

  • Prepare and process purchase orders, ensuring accuracy in descriptions, quantities, and pricing.

  • Track and monitor order fulfillment and delivery, updating records as necessary.

• Inventory Management:

  • Assist in inventory tracking, including stock levels and reorder points, to ensure adequate supplies are available.

  • Conduct periodic inventory audits and report discrepancies to the Procurement Manager.

Additional Responsibilities:

• Data Entry and Reporting:

  • Input and maintain data in procurement and administration systems, ensuring accuracy and up-to-date records.

  • Assist in generating reports related to procurement activities and office operations for management review.

• Financial Support:

  • Help in tracking and processing invoices related to procurement and office expenses.

  • Support budget management by providing necessary data and insights.

What We Offer You:

Join our Maersk Global Service Centre (GSC) in Poland and be part of a global leader in shipping and logistics, where your career can truly take off! You will receive world-class training, a work buddy, and all the support you need to become successful.

We offer you a competitive salary, a permanent contract of employment (UoP), comprehensive private medical care, a Multisport card, company’s bonuses, fruits, and a brand-new city centre location in Warsaw.

At Maersk, you’ll have access to international career opportunities, professional development programs, and leadership training to help you grow. We foster a diverse and inclusive workplace where employees feel valued and supported.

Our teams work in a collaborative pattern working standard office hours Monday to Friday with flexible work arrangements, paid parental leave, and a strong commitment to sustainability, innovation, and corporate social responsibility. Maersk provides a modern and rewarding work environment. Be part of a company that values your contributions, recognizes your achievements, and offers long-term stability.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

We are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing accommodationrequests@maersk.com.