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Open nowPosted 99 days ago

Office Administrator

Global Maritime9 open roles

Where
Gdynia, Poland
Work mode
On site
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Your applicationOpen nowOffice AdministratorGlobal Maritime · Gdynia, Poland

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The clock on this job

Early applications get read.

12.1% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.1%7 days
  4. 19.1%14 days
  5. 35.6%30 days
  6. 52.7%60 days
This job: posted 99 days ago

The posting

Job description

Job Title: Office & Operations Coordinator Grade: S2 Department: Global Maritime Poland (Gdynia) Reports to: General Manager, Poland Responsible to: Local Management Team / Marine Services

Role Purpose To provide dependable office, operational and administrative support to the Gdynia office, taking routine coordination away from engineers, inspectors and management so they can focus on technical and project delivery.

Responsibilities 1. Office, Facilities & Supplier Services

  • Office Management – Run day-to-day Gdynia office operations.
  • Reception & Visitor Management – Arrange and host client and Group visits.
  • Office Correspondence & Mailbox – Manage shared mailboxes, post and couriers.
  • Facilities & Building Management – Liaise with building manager and service providers.
  • Utilities & Housekeeping – Coordinate cleaning and utility readings.
  • Office Procurement & Inventory – Purchase office supplies and monitor stock.
  • Supplier & Contract Management – Maintain supplier records, quotes and contract dates.
  • IT Equipment Administration – Coordinate IT equipment ordering and returns with IT.
  • Company Insurance Administration – Track insurance renewals and route documents.

2. PPE, Workwear & Operational Readiness

  • PPE Management System – Administer PPE purchasing, stock and replacement with HSE.
  • GM-Branded PPE & Workwear – Coordinate GM-branded inspector workwear.

3. Travel & Inspector Mobilisation

  • Business Travel Administration – Book travel, accommodation and transport.
  • Inspector Scheduling & Mobilisation – Maintain mobilisation calendars and inspector logistics.

4. Marine Services, Client & Project Administration

  • Document Transmittals – Send, receive and log project transmittals.
  • Document Registration & Filing – Register and file documents in M-Files.
  • Meeting Minutes & Action Tracking – Record minutes and follow up actions.
  • Annual & Five-Year Testing Coordination – Maintain customer testing calendar and trial arrangements.
  • Quotation Administration – Issue approved quotations and follow up.
  • Purchase Order Tracking – Track client POs and chase missing orders.
  • Travel Expenses & Client Cost Recovery – Collect expenses and prepare client recharges.
  • Customer Feedback & Lessons Learned – Gather post-job feedback and share insights.

5. Finance & Administrative Control

  • Finance & Administrative Cost Control – Check invoices, route approvals and summarise costs.

6. Local Presence & Events

  • Local Industry Events & Networking – Maintain local events calendar and logistics.
  • GM-Hosted Events & Client Meetings – Organise client seminars and management visits.
  • Team Integration & Internal Events – Organise team activities and internal events.

7. General Management, Standards & Continuous Improvement

  • Management & Operational Support – Provide admin and scheduling support to General Manager.
  • Procedures & Process Improvement – Maintain admin procedures, checklists and registers.
  • Reporting & Operational KPIs – Produce monthly operational and cost KPIs.

Specific Skills, Knowledge and Experience required:

  • Previous experience in an office administration, reception or similar support role
  • Strong organisational skills, with the ability to prioritise and manage multiple ongoing tasks
  • Excellent working knowledge of Microsoft Office (Outlook, Word, Excel)
  • Strong communication and interpersonal skills for dealing with visitors, suppliers and colleagues
  • Fluency in English and Polish is required for this position

Role Competencies

  • Able to work independently and as an effective member of a team, working towards personal and team goals, and promotes team working
  • Communicates information in a professional and effective manner with external contacts, visitors and colleagues
  • Solves practical problems using efficient and reliable methods
  • Considers commercial aspects in purchasing and own activities, achieving an appropriate balance between quality and cost
  • Uses a knowledge of team objectives and is self-motivated to achieve personal and team targets

Health and Safety

  • To actively support and follow Global Maritime’s Company’s Health & Safety requirements with regards to agreed codes of practice and safe working methods.

Company Governance and Polices

  • To uphold and carry out the duties of this role with due regard to the Company’s policies and governance requirements

Company Values To uphold the company values as set out in the Company Mission Statement

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