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Administrative Specialist

NGKF GLOBAL CORPORATE SERVICES LIMITED Sp. z o.o. – oddział w PolsceAbout the company


Marszałkowska 126


Your responsibilities

  • Develop and improve administrative processes and systems to drive efficiency

  • Develop and maintain electronic and confidential filing systems

  • Order office supplies and equipment

  • Book travel arrangements

  • Prepare, submit and reconcile expense reports

  • Coordinate collecting wet ink and digital (when appropriate) signatures and approvals on documents

  • Organize and schedule events, meetings and appointments, including employee onboarding and mandatory trainings

  • Prepare, submit, and monitor payment of invoices and liaison with local vendors

  • Book conference calls and meeting rooms

  • Take accurate minutes of meetings

  • Resolve administrative problems

  • Research and assist in the preparation of presentations and distribute scheduled and ad-hoc reports

  • Produce and distribute internal and client-facing communications

  • Handle sensitive information in a confidential manner

Our requirements

  • Excellent time management skills and ability to prioritize work

  • Attention to detail and accuracy

  • Creative problem-solving skills

  • Excellent written and verbal communication skills

  • Ability to multitask and manage complexity and maintain confidentiality

  • Strong organizational and planning skills

  • Proficiency in MS office applications

  • Ability to collaborate and work in a team setting

  • Secondary education or equivalent; college degree preferred

  • Fluent English and Polish


  • Proven administration or personal / executive assistant experience

  • Knowledge of administrative processes and procedures

  • Familiarity with consulting and technology services delivery

  • Familiarity with corporate and institutional real estate services practices

  • German language proficiency

What we offer

  • Competitive salary

  • Annual discretionary performance bonus

  • Multi-Sports Card

  • Private Medical

  • Open and modern working environment (when it’s safe to do so)

  • Inclusive and welcoming team environment

  • Benefits

  • sharing the costs of sports activities

  • private medical care

  • sharing the costs of professional training & courses

  • remote work opportunities

  • flexible working time

  • integration events

  • no dress code

  • employee referral program


Newmark Group, Inc., together with its subsidiaries (“Newmark”), is a world leader in commercial real estate services, with a comprehensive suite of investor/owner and occupier services and products. Our integrated platform seamlessly powers every phase of owning or occupying a property. Our services are tailored to every type of client, from owners to occupiers, investors to founders, growing startups to leading companies. Harnessing the power of data, technology, and industry expertise, we bring ingenuity to every exchange, and imagination to every space. Together with London-based partner Knight Frank and independently owned offices, our 18,800 professionals operate from approximately 500 offices around the world, delivering a global perspective and a nimble approach. In 2019, Newmark generated revenues in excess of $2.2 billion. To learn more, visit nmrk.com or follow @newmark

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Job Purpose:

Newmark is growing around the world. We are seeking an organized and experienced individual with proven ability to prioritize competing demands to be our Administrative Specialist. Your main responsibilities will be to support the European Newmark Advantage team in Warsaw, Poland with administrative tasks to ensure the smooth and efficient operations of the practice. The successful candidate will work with a variety of internal stakeholders and deliver a wide range of tasks to contribute to our success.

To be successful in this role, you should be well organized, quick to learn, flexible, and have exceptional communication skills.