We are a technology company that aims to help people return home safely from their worksites by building smart safety systems. We have a hyper focused safety culture that puts our customers and our employee safety first. As a company, we aim for stable and sustained business growth and this strategy has supported our growth. We hire carefully to ensure our growth strategy as well as culture fit and value each hire tremendously. We hugely value learning and continuous improvement and believe strongly in furthering the careers of all our employees. We recognize that our careers can take us in different directions, and we value retention by recognizing and even encouraging this diverse career growth. Being a global organization, we are well positioned to have varied opportunities within the organization to support growth in different directions. Our compensation and benefits packages are competitive.
- MSA is an organization that respects boundaries, encourages people to unplug and recharge, and prioritizes the well-being of everyone on the team, all while sustaining reasonable growth and remaining committed to our meaningful mission.
Main responsibilities for this role:
OFFICE MANAGEMENT:
Maintain an orderly and well-organized office environment, including:
- Coordinating and managing office space, move of employees and assets and space utilization
- Suggesting office improvements/ design/ branding and implement improvements
- Managing equipment and supply needs (incl. furniture, kitchen appliances, office equipment, business cards and supplies – including inventory of fixed assets)
- Working closely with quality improvement department due to ISO certification - conducting internal audits, preparing to external audits, conducting management reviews
- Overseeing the maintenance and repair of office, including liaising with vendors, conducting safety inspections, and ensuring the office is compliant with health and safety regulations.
- Budget Management: Manage the office budget
VENDOR RELATIONS:
- Assit in finding new suppliers by collaborating with Indirect sourcing manager, participating in meetings, negotiating terms, suggesting cost optimization office initiative
- Support vendor creation process for office suppliers
ONBOARDING SUPPORT:
Supporting new employees onboarding program by providing new office and safety training:
- Knowledge about meeting room names and how to book them via Outlook: they would also receive a presentation with the office maps
- Safety presentation showing emergency routes on office maps, basic safety rules in the office, Near Hits and how to report them via Jira ticket
- Knowledge about WOW Awards, how to nominate in Jira, what is needed to receive a WOW
- Information about MSA Poland Teams channel with ‘General’, ‘Admin and Safety’, ‘HR topics’ and ‘Social space’ sections
- Q&A
- Preparing office access cards (This is being done from the beginning)
EVENTS COORDINATION
Organize office events and activities, such as team-building exercises, holiday parties, or company outings, to foster a positive work culture.
- Manage the monthly employee event calendar Lead the employee committees responsible for charity and other initiative preparations
OFFICE COMMUNICATION
- Coordination of MSA Poland SharePoint (Administrator Role, Post writer)
- Office Policies and Procedures: Develop and implement office policies and procedures, ensuring they are followed and updated as needed to enhance efficiency and compliance.
- Providing information to employees about office changes, upcoming events,upcoming trainings or workshops(via e-mail and MSA Poland channel)
- Work closely with SLT team on communication to the Warsaw site employees and strategic key initiatives
- Conflict Resolution: Address and resolve conflicts or issues within the office environment, ensuring a harmonious and cooperative atmosphere.
EHS Initiative, Compliance and Safety Coordination:
- Compliance: Stay informed about relevant laws and regulations and ensure the office's compliance with legal requirements.
- Act as Safety ambassador - supporting compliance with safety rules, checking the first aid kit, creating safety instructions
- Safety Coordinator
- Completing safety metrics each month (near hits, incidents), preparing files with detailed headcount (absences, working hours etc.) of employees in Excel
- Evacuation coordinator
- Participation in safety meetings
- Crisis Management: Update crisis management plans to handle emergency situations and ensure the safety of employees and visitors. Sustainability Initiatives: Implement and promote sustainability practices within the office, such as recycling programs and energy-saving measures.
CX Champion:
- Processing WOW awards in EER region and buying vouchers for awarded employees
- Responding to Medallia surveys
- Taking part in CX meetings
- Concession Management - Managing Concession process for MSA products - contact with MSWiA – concession updates, keeping records of products under concession sold by local entity, taking active part in inspections. Manage the ongoing correspondence with MSWiA
- Education and Experience: some legal/ admin related education.
- Relevant work experience as an office administrator, administrative assistant, or in a similar role is often required. The number of years required: 2-5 years
- Organizational and Time Management Skills
- Communication Skills: Exceptional verbal and written communication skills in ENGLISH to interact with employees, management, clients, and vendors effectively.
- Problem-Solving and Decision-Making
- Proficiency in using office software and tools, such as Microsoft Office (Word, Excel, PowerPoint), email clients, and collaboration platforms.
- Ability to think critically and make informed decisions to address challenges and opportunities in the office.
- Nice to have: Experience in budget management, expense tracking, and financial reporting may be required for Office Manager positions that involve handling financial matters.
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