Office Assistant

Job Description:

As part of Airbus’s ambition to grow a proficient and competitive Engineering organisation, we are launching a Commercial Aircraft Engineering Center in Poland. This initiative aims at leveraging Poland’s talent pool and technological ecosystem, specifically in the field of Propulsion systems, while supporting our broader Engineering workload and competitiveness requirements, and reinforcing Airbus’ strategic engagement with Poland. 

Role Overview

As the Office Assistant for the new Airbus Commercial Engineering Center in Krakow, you will play a pivotal role in ensuring the seamless daily operations of our newly established office. You will serve as the organizational heartbeat of the facility, ensuring a welcoming, efficient, and well-maintained environment for our team and visitors. In this dynamic position, you will act as the operational bridge between the Krakow center and local vendors, while providing vital administrative support to the Managing Director and site leadership.

You will join a pioneering team where we connect performance and care, ensuring that this new center becomes a "Chamber of Reference" for aeronautical design and innovation.

Key Responsibilities

1. Office Operations, Procurement & Logistics

• Procurement Management: Act as the dedicated single point of contact for the Krakow entity, managing all local purchase requests, tracking orders, and handling procurement administration.
• Inventory & Supplies: Monitor inventory levels and oversee regular ordering of office supplies, stationery, and kitchen amenities (coffee, tea, snacks, refreshments).
• Logistics & Mail: Coordinate incoming and outgoing courier shipments, sort and distribute packages and daily mail efficiently.
• Daily Facility Upkeep: Perform routine checks of common areas (kitchen, lounge, open space) to maintain a professional, organized, and clean working environment.

2. Onboarding, Employee Support & Reception

• First Point of Contact: Serve as the primary "helpdesk" and welcoming face for employees, handling everyday inquiries and acting as the operational bridge for internal site activities.
• Onboarding Logistics: Prepare workstations and physical arrangements for new hires, including desk setups, coordination with IT and HR, as well as issuing access badges.
• Guest Hospitality & Reception: Warmly welcome clients, visitors, interview candidates, and external stakeholders visiting the center.

3. Coordination, Events & Executive Support

• Meeting Setup: Book conference rooms, and arrange catering for internal and external meetings.
• Vendor & Facility Management: Serve as the primary liaison for facility management, cleaning services, building maintenance, and external contractors.
• Event Planning: Assist in organizing internal celebrations, company parties, team-building activities, and corporate events.
• Executive Assistance: Provide direct administrative and operational support to the Managing Director by handling daily tasks, administrative routines, and schedule adjustments.

The Ideal Profile

Education & Experience

• Education: Bachelor’s degree in Business Administration, Logistics, Hospitality, or a related field preferred.
• Experience: Minimum of 2 years of experience in an Office Assistant, Receptionist, Facility Coordinator, or Administrative Role, ideally within an international corporate, tech, or engineering environment.

Technical Competencies

• Tools & Systems: Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace; experience with corporate ticketing or procurement platforms (e.g., SAP) is a plus.
• Languages: Fluent in Polish and English (both written and spoken) for daily communication in a multinational environment.
• Process Orientation: Ability to handle administrative routines, inventory tracking, basic budgeting, and vendor coordination smoothly.

Soft Skills

• Customer-Centric & Service Mindset: Enthusiastic, approachable, and proactive in helping others, creating a positive atmosphere for the team and guests.
• Organizational Mastery: Exceptional multitasking abilities, high attention to detail, and ability to prioritize tasks in a fast-paced environment.
• Autonomy & Problem-Solving: Ability to take ownership of tasks independently and solve operational issues quickly.
• Communication & Discretion: Excellent interpersonal skills with the tact and confidentiality required when supporting site leadership.

Why Join Airbus in Krakow?

This role places you at the center of building a brand-new engineering hub from the ground up. You will enjoy a varied, hands-on role where your daily contribution directly impacts workplace culture, site efficiency, and team morale. You will have the unique opportunity to build operations in Krakow while being backed by a globally recognized leader in aviation.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

Company:

Airbus Helicopters Polska Sp. z o.o.

Employment Type:

Permanent

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Experience Level:

Professional

Job Family:

Administration / Documentation <JF-FA-SA>

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Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to [email protected].

At Airbus, we support you to work, connect and collaborate more easily and flexibly. Wherever possible, we foster flexible working arrangements to stimulate innovative thinking.