Administration Assistant (Temporary Assignment) at Shiji UAE

Katowice, Silesian Voivodeship, Poland -

Full Time

Start Date

Immediate

Expiry Date

30 Aug, 26

Salary

0.0

Posted On

01 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Workplace Experience, Vendor Management, Calendar Coordination, Internal Communication, MS Outlook, MS Excel, MS Teams, MS Planner, Organizational Skills, Prioritization, Professional Communication

Industry

Software Development

Description

Company Description Shiji is a global technology company dedicated to providing innovative solutions for the hospitality industry, ensuring seamless operations for hoteliers day and night. Built on the Shiji Platform—the only truly global hotel technology platform—Shiji’s cloud-based portfolio includes Property Management System, Point-of-Sale, guest engagement, distribution, payments, and data intelligence solutions for over 91,000 hotels worldwide, including the largest chains. The best hotels run on Shiji — day and night. Job Description We are looking for a well-organized and proactive Administration Assistant (temporary assignment) to support the day-to-day running of our office and provide administrative support to employees and managers. This role will support office operations, help keep the workplace organized and welcoming, and assist with administrative, facility, and supplier-related tasks. Key Areas of Responsibility: Office Operations & Workplace Experience Support the daily functioning of the office, helping to keep it professional, organized, and welcoming Serve as a point of contact for employees, visitors, and external partners Support front-of-house activities, including welcoming visitors and helping with reception-related tasks Help ensure meeting rooms and shared spaces are prepared and ready for use Support the use of shared office resources, such as desks and parking spaces ect Facilities & Infrastructure Help monitor the office condition and report maintenance or repair needs Follow up on building-related topics together with the landlord and service providers Coordinate basic office services, such as cleaning, maintenance requests, and office supplies Help ensure the office is ready for daily use and employee needs Vendor & Contract Management Support the ordering of office-related services and supplies Help coordinate communication with suppliers and service providers Assist with basic contract administration and keeping documentation organized Support internal processes related to office purchases and supplier cooperation Administrative support to teams and leadership Provide administrative support to team members and managers Support calendar coordination, meetings, and internal bookings Help prepare meetings, including agendas, materials, and logistics Assist with other day-to-day administrative tasks as needed Internal communication and coordination Support internal communication within the office and across teams Draft and share announcements, reminders, and updates, such as office initiatives or events Help organize internal initiatives, workshops, and team activities Support keeping communication channels clear and well organized Competencies & Skills Strong organizational and prioritization skills Attention to detail and ability to handle multiple tasks simultaneously Clear and professional communication, both written and spoken Proactive and helpful approach Ability to work independently while cooperating with different people and teams Basic understanding of administrative processes and office operations Confident use of MS Office, especially Outlook, Excel, Teams, and Planner Qualifications Required: Previous experience in office administration, workplace support, or similar role Experience working in an international or corporate environment Nice to have: Some exposure to procurement, contract administration, or internal procedures Experience supporting a hybrid or flexible office environment Additional Information This is a temporary role. The position requires on-site presence and close collaboration with internal teams. Group life insurance, Medicover premium with a dentist, Worksmile cafeteria and 500 points per month to be used in vouchers, English lessons Referral bonus (starting from 6,500 PLN gross, depending on the position) Chill room with table football and PlayStation Lloyd’s insurance (available for B2B contractors) Glasses subsidy (300 PLN/year for CoE employees) Access to platforms like: OpenUp, Pluralsight and GoodHabitz Hiring Process Intro Call (20-30 min) – A quick chat with our People & Culture team member to get to know each other and see if we're a good match. Interview with the team leader — a deep dive into your experience and problem-solving approach. This stage takes place face-to-face at our office. Feedback & Final Decision – We value your time, so we won’t keep you waiting. Expect clear feedback and next steps shortly after. Get in touch with us today! You can apply by sending your CV by Apply Now or to the People Learning & Development Specialist Anna Moskal-Chabowska. Clause Regarding the Prohibition of Assistance Tools During Recruitment Interviews In the interest of equal opportunity and transparency in the recruitment process, we would like to inform you that during job interviews (both remote and in-person), the following are not permitted: - the use of tools based on artificial intelligence (AI), including chatbots, response generators, translators, or content creation aids, - recording of interviews without prior and explicit consent from a company representative, - the use of applications that generate automatic notes or transcriptions of meetings (e.g., Notion AI, Otter.ai, Fireflies, etc.). Please don’t forget to put the clauses you accept in your resume: I agree that my personal data will be processed by Shiji Poland Sp. z o. o. in order to recruit for the position I am applying for. I agree to the processing of my personal data by Shiji Poland Sp. z o. o. for the needs of future recruitment. We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.

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Responsibilities

Support daily office operations, facility maintenance, and vendor management to ensure a professional workplace. Provide administrative assistance to leadership and teams, including calendar coordination and internal communication.