Receptionist / Workspace Experience Assistant

WHAT MAKES US, US Join some of the most innovative thinkers in FinTech as we lead the evolution of financial technology. If you are an innovative, curious, collaborative person who embraces challenges and wants to grow, learn and pursue outcomes with our prestigious financial clients, say Hello to SimCorp! At its foundation, SimCorp is guided by our values — caring, customer success-driven, collaborative, curious, and courageous. Our people-centered organization focuses on skills development, relationship building, and client success. We take pride in cultivating an environment where all team members can grow, feel heard, valued, and empowered. If you like what we’re saying, keep reading! WHY THIS ROLE IS IMPORTANT TO US We are seeking a motivated and engaged Receptionist / Workspace Experience Assistant to join our EMEA Workspace Experience team in Warsaw. In this role, you’ll be at the heart of our office operations—ensuring a welcoming and efficient environment for all employees. As a key member of our team, you’ll support the front-of-house operations, help coordinate internal events, and contribute to the smooth day-to-day running of our SimCorp Warsaw office. You’ll work closely with the Office Manager and Social Team to deliver engaging social activities and integration events that encourage a supportive sense of community. WHAT YOU WILL BE RESPONSIBLE FOR This is on-site role. As a Workspace Experience Assistant, you’ll play a vital role in creating a seamless, welcoming, and efficient office environment. Your day-to-day responsibilities will include: Front-of-House Excellence : Greet guests and employees with warmth and professionalism handling incoming calls with courtesy and efficiency. Office Supply Management : Monitor and replenish supplies (stationery, kitchen stock, health & safety items), ensuring everything is well-stocked and organized. Mail & Correspondence : Handle outgoing and incoming mail, including special deliveries and international shipments, with accuracy and timeliness. Travel Coordination : help arrange travel using our internal system where needed, ensuring compliance with company policies and a smooth experience for travelers. Event & Meeting Support : Coordinate office lunches, meeting room setups, training sessions, and social events—ensuring every detail is covered. Facilities Oversight : Maintain a clean, safe, and welcoming office environment; liaise with building management for repairs, maintenance, and security. Access & Security : Manage access cards and security passes; collaborate with building staff and first aid officers as needed. Finance & Admin : Process supplier invoices, support ad-hoc projects, and assist with policy development and reporting. Digital & Learning Support : Support with managing the Warsaw SharePoint site and helping coordinate language courses, including liaising with schools and handling contracts. Community Engagement : Support global events, charitable initiatives, and organize staff gatherings, off-sites, and seasonal celebrations. Employee Experience : Coordinate recognition efforts (birthdays, farewells, team celebrations) and assist with onboarding, including health & safety inductions. Vendor & Visitor Liaison : Serve as a point of contact for employees and third-party vendors; resolve issues promptly and professionally. Accommodation Support : Support in organizing UA Winter Stay accommodations, ensuring a smooth and comfortable experience for guests. Cross-Functional Admin Support : Provide administrative assistance across departments and functions as needed. Project Participation : Contribute to workspace-related projects, ensuring timely and effective delivery. Process Improvement : Document procedures, review suppliers, and suggest improvements to enhance efficiency and service quality. Budget Oversight : Make recommendations, monitor expenses, and ensure adherence to financial controls. Maintenance Tracking : Keep accurate records and follow up on unresolved issues to ensure timely resolution. Leadership Support : Step in for colleagues in Workspace Experience team, during absences, ensuring continuity of operations. Training Coordination : Organize staff training and support onboarding sessions, ensuring smooth integration for new joiners. Compliance & Safety : Uphold company policies and health & safety standards across the workspace. WHAT WE VALUE Most importantly, you can see yourself contributing and thriving in the position described above. How you gained the skills needed for doing that is less important. We expect you to be good at several of the following and be able to - and interested in - learning the rest. To perform well in this position, you should exhibit a collaborative mindset, proficient organizational skills, and a motivation to enrich workplace experiences. Our ideal candidate will have: Fluency in both Polish and English – essential for smooth communication in our international environment. At least 1 year of experience in a similar role within a multinational company. A practical mindset with the ability to take initiative and responsibility for your tasks. Demonstrated experience in vendor and supplier coordination, as well as organizing corporate events and team-building activities. Proficiency in Microsoft Excel, SharePoint. Effective communication skills and a high level of professionalism and personal culture. Availability to work on-site at our Warsaw office on a daily basis. BENEFITS Flexible working hours and hybrid model - 2 days in the office, 3 days remote Modern office (next to Wilanowska metro station) with quiet zones and ergonomic workstations Base salary with annual bonus structure Holiday allowance upon a 2-week vacation Occasional remote work across Poland and international options available (up to 24 days domestic, 20 days international per year - subject to internal policy) Employer-paid Medicover Platinum healthcare package (employee-paid family upgrade available) MyBenefit Cafeteria with a monthly budget provided by SimCorp, which can be used to finance a Multisport card (with a 25% employee contribution) or choose other lifestyle options Unum group life insurance (employee-paid upgrade available) Medicover travel insurance for private trips and global business travel insurance Possibility to join Deutsche Börse Group Share Plan (eligible after 1 year) Copyrights program for certain roles Possibility to develop your career in an international environment Professional training and courses provided by SimCorp Polish language classes for foreign employees; German and English classes based on business needs Integration events, volunteering initiatives and employee-led clubs Compensation ranges are being disclosed at the initial stage of candidate engagement. Visit our career pages to learn more about working at SimCorp: NEXT STEPS Please send us your application in English via our career site. Please note that only applications sent through our system will be processed. At SimCorp, we recognize that bias can unintentionally occur in the recruitment process. To uphold fairness and equal opportunities for all applicants, we kindly ask you to exclude personal data such as photo, age, or any non-professional information from your application. Thank you for aiding us in our endeavor to mitigate biases in our recruitment process. If you are interested in being a part of SimCorp but are not sure this role is suitable, submit your CV anyway. SimCorp is on an exciting growth journey, and our Talent Acquisition Team is ready to assist you discover the right role for you. The approximate time to consider your CV is three weeks. We are eager to continually improve our talent acquisition process and make everyone’s experience positive and valuable. Therefore, during the process we will ask you to provide your feedback, which is highly appreciated. WHO WE ARE For over 50 years, we have worked closely with investment and asset managers to become the world’s leading provider of integrated investment management solutions. We are 4,000+ colleagues with a broad range of nationalities, education, professional experiences, ages, and backgrounds in general. SimCorp is an independent subsidiary of the Deutsche Börse Group. Following the recent merger with Axioma, we leverage the combined strength of our brands to provide an industry-leading, full, front-to-back offering for our clients. SimCorp is an equal opportunity employer. We are committed to building a culture where diverse perspectives and expertise are integrated in our everyday work. We believe in the continual growth and development of our employees, so that we can provide best-in-class solutions to our clients. #LI- On-site