Job Description
Receptionist & Office Services Coordinator
Contract: Permanent, Full Time
Office Location: Warsaw
The role:
Reporting into the Office Services Manager, this role is responsible for ensuring coverage of the Poland offices and providing postal/filings administrative support for the Office Services team.
This role is full-time office based.
What your day will look like:

Postal/Document Management

• Administer all incoming documents into the Poland offices, ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified
• Where the caseworker isn’t identified send communication to the office to determine the owner
• Administer all outgoing documents from the Poland offices, ensuring they are scanned before collection deadlines and recorded where required and caseworkers notified
• Process costs onto Connect in real time
• Ensure all documents are handled carefully, scans are checked for accuracy before saving, and re-named according to protocol and documents are stored in filing system
• Complete regular audits of documents being held in the filing system
• Adhoc document tasks for caseworkers as requested e.g. legal certification preparations, client related requests
• Document handling, destruction and data protection rules followed to ensure compliance with firm’s protocols (GDPR)

Office Administration

• Monitor the Poland Office Services shared mailbox. Action requests efficiently and recording on to central spreadsheet and raising any issues with management
• Communicate clearly with caseworkers when asking for additional instructions and follow up where needed
• Financial tasks including; save and review relevant invoices, administer receipts and invoices for month end expenses via Emburse
• Place orders, make bookings, organise appointments for vendors on behalf of the Office Service Team
• Monitor all stock levels including: stationery, vending machine, coffee machine, kitchen supplies, copy points and place orders as needed
• Floor walks and raise any maintenance issues with line management/IT
• Complete tasks related to Joiners & Leavers; documents, equipment, office tour, welcome email
• Book travel for staff as requested via our travel provider
• Ad hoc duties as requested

Reception

• Welcome visitors to the Warsaw office and represent Fragomen
• Answer and direct all calls into the main switchboard, take details of new enquiries and pass on efficiently
• Proactively manage the reception area and meeting rooms, to ensure that they are tidy and have refreshments and equipment where necessary. Assist staff with booking when needed
• Ensure reception is covered for lunch breaks and adhoc times
• Manage the reception inbox ensuring messages are answered and dealt with efficiently
• Forward any Webex voicemails from the Poland Office Services shared mailbox to the appropriate caseworker

The team:
You will be joining a dynamic team of immigration professionals working in a fast-paced, international environment. Collaboration is at the heart of what we do—teamwork, knowledge sharing, and mutual support are essential to our success. As we build our presence in Poland, you’ll have the opportunity to contribute meaningfully from day one while being supported by a culture that values empowerment, growth, and continuous learning. It’s an exciting time to join a team where your expertise will have a real impact.
What we are looking for:

Essential criteria:

• Able to act under instruction
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Implement effective processes to manage workflow and meet deadlines
• Demonstrates proficiency in word processing, Internet and email systems
• Completes tasks within agreed timeframes and in line with expectations
• Ensures work completed is accurate and follows standard layouts
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer:
A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include (but are not limited to):

• Competitive Salary: We offer salaries that reflect your skills and experience
• Health and Wellness: Private Medical Insurance
• Protection and Security: Pension scheme
• Professional Development: Access to our e-learning platform
• Hybrid Work Arrangements: The Firm embraces a global hybrid working policy. We are dedicated to fostering a flexible work environment that enables our people to perform at their best. Our hybrid model strikes a balance between in-office collaboration and the option to work remotely

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:
At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a diverse, forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.
We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritise Fragomen’s social responsibility through a cohesive strategy covering five key focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR, Pro Bono and Sustainability. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website - https://www.fragomen.com/about/responsible-business-practices.html
Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.
All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations

Please refer the Job description for details