Site Assistant

Site Assistant

Duration: 22-Sep-2025 - 30-Sep-2027, With potential extensions.
Rotations: Monday-Friday, 8 hours a day.
Location: Gdansk, Poland.
Type: Freelance contract.


Description:

Project specific tasks:

· Organizing paper documentation and preparing it for archiving.
· Performing administrative work (scanning, printing, photocopying).
· Entering data into systems and preparing simple statements (e.g., inventory lists, shipping register).
· Preparing documents for signature and mailing.
· Documentation control, storing and archive printed copies
· Organize documents in the folders in the system.
· Sending notifications to authorities through ePUAP system.
· Managing incoming and outgoing correspondence (traditional, electronic and courier).ite
· Responding to the day-to-day needs of employees and support in daily office matters.

General site tasks:

· Set up Construction project site office
· Providing Admin Support to the Project Team
· Give introduction/information to new personnel on site, including handing out of manuals
· Document handling (scanning, printing, copying, QA)
· Providing IT support and reporting IT errors. Keep track of IT inventory.
· Take minutes, book meetings and venues, help with translations/proofreading
· Organize team events and social activities on site, plan VIP visits to the site, celebrations
· Booking and following up on the need for safety courses among site personnel when informed by HSE
· Cost controlling, invoice handling and procurement regarding Site utilities & services
· Supporting entry of people travelling to Poland/site

Requirements:

Start date: end of September/start October 2025. Based in Gdansk office (Olivia Centre), consultant local to the area is strongly preferred.
· Language requirements (Polish native English B2/C1)
· Local consultant with familiarity about the region and local authorities
· Experience dealing with official documentation/letters to government
· Seniority- minimum 4-5 years experience in similar role (construction site/reception)