Office Services & Events Coordinator

Bain & Company is recognized as one of the top international management consultancy firms. We assist major corporations worldwide with strategy formulation, acquisitions, organizational design and performance improvement. In 2015, Bain & Company started the Global Business Services (GBS) office in Warsaw to provide best-in-class internal support, efficiently and professionally, to both leadership and consulting teams in Bain offices across Europe, the Middle East and Africa

The Coordinator, Office Services and Events plays an important role in the Warsaw office's core functionality, serving as the primary point of contact for all Bain GBS Warsaw employees. In addition, this role is a coordinative function that ensures the effective implementation of various office-wide initiatives and the organization of events on an office-wide level for GBS Warsaw Office.

Responsibilities:

• Office Services & Facilities 
  • Oversees specific areas of Office Services operations, including Administration, Communication & Events, and Facilities management.
  • Coordinates additional office initiatives such as language classes, sports programs, and other employee engagement activities.
  • Supports the Local Finance Team with the Office Services-related invoicing process.
  • Conducts or coordinates vendor and site research, including vendor selection.
  • Manages tasks for cleaning service providers and building technicians as needed.
  • Handles or coordinates purchases related to Office Services.
  • Serves as a Safety & Security team member, assisting the Lead with safety test coordination.
  • Acts as the primary local contact for guests visiting the GBS Warsaw office.
  • Provides support to the GBS Warsaw Reception Team when required.
• Communication & Events 
  • Organizes and coordinates selected internal office events.
  • Prepares and manages internal office communications, including newsletters, office meetings, intranet updates, and InfoScreens
  • Oversees Extra 10% Initiatives by supporting organization and acting as the point of contact for Office Services & Events-related aspects.
  • Manages the onboarding process, including delivering presentations during induction sessions for new hires.
• Travel Management 
  • Handles ad-hoc travel requests for the GBS Warsaw office (via KDS Neo and AMEX Travel) and acts as the local Travel Support Contact Person.

Requirements:

• 2-3 years of professional experience in a similar role including office management, facility management, event management, communication & administration management
• BA degree or equivalent combination of education, training, and relevant work experience
• Fluency in English, communicative in Polish
• Excellent communication skills and a strong focus on delivering exceptional customer service. 
• Strong organizational skills and ability to balance multiple priorities effectively in a fast-paced, high-demand environment.
• Attention to Detail: Meticulous and thorough in all aspects of work.
• Collaboration and Influence: Demonstrates strong teamwork and the ability to influence and align others effectively.
• Creative Problem Solving: A proactive thinker who can generate innovative solutions and work independently.
• Motivated Self-Starter: Highly driven and eager to seize opportunities for growth and improvement.
• Technical Proficiency: Expertise in office management software and business applications.