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We continually look for motivated and skilled individuals who are interested in supporting our customers – healthcare professionals who use our products to help patients and their communities.
We currently have the following opportunity available - please contact us for more details!
Elekta’s Global Business Service Center is a Team based in Warsaw that provides recommendation of global best practices and ensures that improvement initiatives are delivered globally in consistent and quality-based way through standard processes and competent staff. Continuously since 2016 with our expertise and deep dive into root-causes of every issue we may encounter we support areas of Finance, QA&RA documents control, Logistics, IT and Service Operation.
Description -
Takes care of the office environment, welcomed guests, manages supplies and suppliers, supports Managers and employees, supports HR, Finance, Service Operations and other Units
First point of contact for visitors.
Responsibilities -
Reception
- Welcoming guests and supporting guests visits
- Assisting Elekta guests (from other countries) in organizing stay in the office and in Warsaw (if requested)
- Taking care of the Reception and whole office space
Postal Services
- sending letters via Poczta Polska (usually twice a week)
- printing documents to be sent by post on request of the employees, when needed
- sending packages via FedEx at the request of employees, to companies cooperating with Elekta throughout Europe
- managing incoming correspondence
- managing incoming packages (couriers)
- keeping a register of outgoing postal items and settling invoices for postal services, clarifying differences and submitting complaints in the event of discrepancies
- keeping a register of outgoing courier mail and settling invoices for courier services, clarifying differences and submitting complaints in the event of discrepancies
Stock management & cooperation with suppliers
- ordering things necessary for the functioning of the office – mainly, but not limited to: coffee, milk, water and office supplies.
- phone ordering - at the request of the HR department, ordering mobile phones for employees and new telephone numbers.
- Being a contact person for all suppliers, such as (but not limited to): Caffe Team, Eden Springs, Courier companies and others.
- keeping a register of taxi vouchers issued and settling invoices for taxi services, clarifying differences and submitting complaints in the event of discrepancies.
- preparing commissioned purchase offers in connection with new purchases
- contacting potential new suppliers/organizing tenders
Contact with building administration
- Being a contact person for the building administration and other companies cooperating with them, such as security and technicians.
- Arranging/supporting inspections or other activities on the premises of our office
- drawbacks reporting - with a technical company in order to report faults on the premises of our office.
Support for Finance Team
- preparing requests for change of data or creation of a new supplier
- preparing requests for execution of manual payment
- preparing purchase orders in Coupa, in particular for purchases linked to the administrative management of the office (hire, utilities, cleaning, office supplies, groceries, official cars)
- uploading to the AP department's dedicated generic mailbox scans of purchase invoices received in hard copy or forwarding emails received directly containing purchase invoices
- substantive verification of purchase invoices in the Coupa system.
- archiving of purchase invoices.
- updating the records of purchase invoices for VAT purposes with the dates of receipt of purchase documents.
- Update in the accounting system the due dates on sales invoices based on receipts received from customers
Invoices archiving for PL650 and PL620
- arranging invoices for PL650 and PL620 in the order they have in our payment system
- printing them all from the mailbox, giving them the voucher number and putting them in binders
Entrance Cards Management (order and dispensation)
- contacting the building security to order entrance cards to the office.
- distributing cards to new employees
- picking up the cards from the employees leaving Elekta
Events organization
- organizing monthly induction meetings (booking a conference room, preparing it for the meeting and ordering / buying snacks/lunches, drinks. Cleaning up the room to make it ready for the next days)
- organizing Town Halls, when on site
- organizing meetings outside the office
- supporting HR team in organizing external company events, when needed
Purchases
- taking care of the purchase, when needed, on HR request or Senior Management request
RELEVANT KNOWLEDGE, SKILLS AND COMPETENCIES
Fluent English and Polish
Service and support orientation
Organizational skills
Can-do attitude
Negotiation skills
We offer:
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life insurance
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medical care
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Employee Assistance Program- psychological, financial and legal support
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MyBenefit Cafeteria or Multisport card
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pension program (Pracownicze Plany Emerytalne)
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training programs
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