We don’t just build technology. We build hope
Here at Elekta, you will make a difference. Our mission is to improve patients’ lives by working together with our customers. We believe in taking an open and proactive approach in our practices, enabling us to build strong partnerships and meet evolving patient needs, no matter where they are in the world. We don’t just build technology; we build hope.
Elekta’s Global Business Service Center is a Team based in Warsaw that provides recommendation of global best practices and ensures that improvement initiatives are delivered globally in consistent and quality-based way through standard processes and competent staff. Continuously since 2016 with our expertise and deep dive into root-causes of every issue we may encounter we support areas of Finance, QA&RA documents control, Logistics, IT and Service Operation.
What You’ll Do At Elekta
We are looking for a person who combines both self-organizational skills and proactivity. If you are well organized and not afraid to work in a fast-changing environment - the role of Office Assistant is just for you!
Responsibilities:
Reception
- Welcoming guests and supporting guests' visits
- Assisting Elekta guests (from other countries) in organizing stay in the office and in Warsaw (if requested)
- Taking care of the reception and whole office space
Postal Services
- sending letters via Poczta Polska (usually twice a week)
- printing documents to be sent by post on request of the employees, when needed
- sending packages via FedEx at the request of employees, to companies cooperating with Elekta throughout Europe
- managing incoming correspondence
- managing incoming packages (couriers)
- keeping a register of outgoing postal items and settling invoices for postal services, clarifying differences and submitting complaints in the event of discrepancies
- keeping a register of outgoing courier mail and settling invoices for courier services, clarifying differences and submitting complaints in the event of discrepancies
Stock management & cooperation with suppliers
- ordering things necessary for the functioning of the office – mainly, but not limited to coffee, milk, water and office supplies.
- phone ordering - at the request of the HR department, ordering mobile phones for employees and new telephone numbers.
- being a contact person for all suppliers, such as (but not limited to): Caffe Team, Eden Springs, Courier companies and others.
- keeping a register of taxi vouchers issued and settling invoices for taxi services, clarifying differences and submitting complaints in the event of discrepancies.
- preparing commissioned purchase offers in connection with new purchases
- contacting potential new suppliers/organizing tenders
Contact with building administration
- being a contact person for the building administration and other companies cooperating with them, such as security and technicians.
- arranging/supporting inspections or other activities on the premises of our office
- drawbacks reporting - with a technical company in order to report faults on the premises of our office.
Support for Finance Team
- preparing requests for change of data or creation of a new supplier
- preparing requests for execution of manual payment
- preparing purchase orders in Coupa, in particular for purchases linked to the administrative management of the office (hire, utilities, cleaning, office supplies, groceries, official cars)
- uploading to the AP department's dedicated generic mailbox scans of purchase invoices received in hard copy or forwarding emails received directly containing purchase invoices
- substantive verification of purchase invoices in the Coupa system.
Relevant knowledge, skills and competencies:
- Experience in working in a similar position
- Excellent written English and presentation skills
- Strong computer skills especially Microsoft Office/Excel/Power point
- Ability to manage priorities and manage time effectively
- Being detail-oriented and quality-focused
- Open to different cultures and ways of working
- Communicativeness and the ability to work in a team.
Hiring process
We are looking forward to hearing from you! Apply by submitting your application and résumé in English, Please note that we do not accept applications by e-mail.
Your Elekta contact
For questions, please contact the responsible Talent Acquisition Partner, Agata Antonijczuk at [email protected].
We are an equal opportunity employer.
We are an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, disability, veteran status, or any other protected characteristic.
