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 looking for an experienced Workspace Experience Assistant to join our Warsaw-based EMEA Workspace Experience team responsible for front of house, events and ensuring a smooth operation of the SimCorp Warsaw workplace. We hope the role will be both exciting and rewarding for the suitable individual.

The role’s main scope is to ensure that the office operates efficiently, and all the employees are cared in terms of the comfortable and welcoming office, as well as engaging social activities/integration events that the Office Manager and Social Team will organise and oversee.

To perform well in this role, you should be attentive, conscious of deadlines and communicate effectively, also fluently in English and Polish.

WHAT YOU WILL BE RESPONSIBLE FOR

• Act as the first point of contact to greet guests and employees; manage incoming calls professionally and courteously.

• Maintain and replenish office supplies (stationery, kitchen stock, health and safety supplies, etc.) and monitor stock levels diligently.

• Handle correspondence, including post preparation (franked, special delivery, signed for, overseas) and distribute incoming mail promptly.

• Organize travel arrangements as a proficient user of the internal travel system, ensuring compliance with company policies.

• Coordinate office lunches, meeting room setups, training sessions, and social events, ensuring logistical excellence.

• Manage office facilities, maintaining a welcoming environment and ensuring efficient day-to-day operations.

• Oversee office equipment checks and liaise with building management for repairs, maintenance, or security matters.

• Produce and manage access cards and security passes; liaise with building staff and first aid officers.

• Process supplier invoices and assist with ad-hoc projects, policy development, and reporting requirements.

• Manage the Warsaw SharePoint site and oversee language courses (group creation, school liaison, and contract negotiation).

• Support global events and charitable activities; organise staff gatherings, departmental off-sites, and seasonal celebrations.

• Provide employee recognition support, such as coordinating birthday, farewell, and team celebration initiatives.

• Assist with onboarding new employees, including conducting health and safety inductions and issuing access cards.

• Address ad-hoc tasks and serve as a point of contact for employees and third-party vendors.

• Aid in organizing UA Winter Stay accommodation and promptly resolve any issues during their stay.

• Provide administrative support across various functions and departments.

• Lead and participate in ad-hoc Workspace projects, ensuring timely delivery of objectives.

• Be responsible for documenting processes, supplier reviews, and implementing improvements where necessary.

• Make office budget recommendations, monitor expenses, and ensure financial controls are adhered to.

• Maintain accurate maintenance records and follow up on unresolved issues.

• Deputise for the Workspace Experience Specialist/Office Manager, taking charge during their absence.

• Coordinate staff training on systems and procedures, including induction for new joiners.

• Ensure compliance with company policies and health and safety regulations within 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:

Your adept communication, coordination and interpersonal skills will help you lead all activities to success. As our preferred candidate, you will have:

• Fluent Polish and English

• Min. 1 years of experience in a similar role, gained in the multinational context

• Ability to take initiative and ownership of the assigned area

• Experience in collaborating with vendors/suppliers, organizing company events, outside integration activities

• Experience with MS Excel / SharePoint / Workday

• Good communication skills and high personal culture

• Readiness to work daily from the Warsaw Office

• Previous experience of managing and booking corporate travel

BENEFITS

Attractive salary and bonus scheme are essential for any work agreement. However, in SimCorp, we believe we can offer more. Therefore, in addition to the traditional benefit scheme, we provide an work & private life balance: a hybrid workplace model and extra days of vacation. We also practice a tailored approach to professional development to support the direction you want to take.

NEXT STEPS

Please send us your application in English via our career site as soon as possible, we process incoming applications continually. 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.

For any questions you are welcome to contact Oleksandra Nelipa, Senior Talent Acquisition Partner, at Oleksandra.Nelipa@simcorp.com. 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. 

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