Welcome Desk / Office Manager

Welcome Desk / Office Manager is a key member of the local Corporate Real Estate (CRE) team, responsible for delivering an exceptional experience to all employees and visitors. As a representative of Equinix and the CRE organization, you will play a vital role in fostering a welcoming, professional, and inclusive environment that reflects CRE's Four Keys standards: safety, courtesy, efficiency, and community. 

This is on-site work located in Warsaw office (Warsaw Spire) 

Responsibilities 

Welcome Desk Operations   

• Serve as the first point of contact at the office, creating a positive and inclusive first impression   

• Welcome employees, visitors, and customers, engaging in in professional and friendly interactions 

• Coordinate visitor check‑ins, badging, and security procedures  

• Notify employee hosts of guest arrivals and manage visitor logs and badge distribution 

• Provide building information, wayfinding, policies, and etiquette guidance 

• Monitor and escalate security or safety concerns to the local CRE metro lead, building security, or risk management team 

• Support new hires with onboarding guidance and warm hand‑offs to relevant teams (e.g. IT) 

Office communications 

• Develop engaging and informative communications for office events and updates using Outlook, Viva Engage, and Office Raven   

• Ensure timely and professional messaging to internal and external stakeholders 

Events, Community & Engagement  

• Help build a collaborative and welcoming community through inclusive events Coordinate onsite event planning and execution, ensuring seamless experiences for all attendees 

• Create marketing and promotional materials Manage event logistics and budgets meticulously, maximizing resources while delivering memorable experiences 

Building & Vendor Operations 

• Receive and manage deliveries, mail, and shipping requests 

• Provide guidance and coordination support to vendors, service providers, and CRE teams 

• Assist with the office ticketing system, assigning or rerouting requests to ensure timely resolution 

• Support administrative tasks such as business card ordering and office supplies 

Safety & Compliance 

• Maintain knowledge of fire, safety, security, and emergency procedures 

• Participate in local safety initiatives and follow escalation procedures when required 

• Act as an emergency point of contact outside business hours when the only person on site 

Qualifications 

• College/University graduate with a four-year degree or equivalent customer/hospitality work experience required. 

• Familiarity with facilities management and office support services  

• Fluent in spoken and written English and Polish, with strong communication skills and social media literacy. 

• Outstanding interpersonal and multi-tasking skills are required 

• Ability to balance efficiency with empathy and diplomacy 

• Skilled at developing personal relationships with customers, peers and business partners