Site Assistant NOWOŚĆ

Opis stanowiska

Start date:September/October 2025

Requirements:

• Languages: Polish native + English B2/C1
• A locally based consultant who has a good understanding of the area and interactions with local institutions
• Proven experience in handling formal documents and official correspondence with government offices
• At least 4–5 years of professional background in a comparable administrative role, ideally within a construction site or front-desk environment

Responsibilities:

• Sorting and preparing paper files for proper archiving
• Handling day-to-day office tasks such as scanning, printing, and copying
• Inputting data into internal systems and generating basic reports (e.g., inventory logs, shipment records)
• Preparing paperwork for signatures and dispatch
• Monitoring and maintaining physical documentation archives
• Structuring and filing documents in the company’s digital system
• Sending formal notifications to government bodies via the ePUAP platform
• Managing all incoming and outgoing mail—traditional, email, and courier deliveries
• Supporting employees with routine administrative needs and general office assistance

General site support duties:

• Assisting with the initial setup and organization of the site office
• Providing administrative assistance to the on-site project team
• Welcoming new team members on-site and distributing necessary materials or manuals
• Managing document workflows, including scanning, printing, and quality checking
• Offering basic IT assistance and reporting technical issues, as well as tracking IT assets
• Coordinating meetings—booking rooms, taking minutes, and assisting with translations or proofreading
• Planning team-building activities, on-site social events, and arranging VIP visits or celebrations
• Coordinating safety training for site personnel, in collaboration with HSE guidance
• Overseeing utility and service-related expenses, handling invoices, and supporting procurement processes
• Assisting with logistics for personnel traveling to Poland or arriving at the project site

Tagged as: English - B2/C1, Polish - native level