Facilities Assistant

Salary Range: PLN 116,900 - 158,200 Graphcore is one of the world’s leading innovators in Artificial Intelligence compute. It is developing hardware, software and systems infrastructure that will unlock the next generation of AI breakthroughs and power the widespread adoption of AI solutions across every industry. As part of the SoftBank Group, Graphcore is a member of an elite family of companies responsible for some of the world’s most transformative technologies. Together, they share a bold vision: to enable Artificial Super Intelligence and ensure its benefits are accessible to everyone. Graphcore’s teams are drawn from diverse backgrounds and bring a broad range of skills and perspectives. A melting pot of AI research specialists, silicon designers, software engineers and systems architects, Graphcore enjoys a culture of continuous learning and constant innovation. What You’ll Be Doing As Facilities Assistant at Graphcore, you will play a key role in delivering exceptional workplace services across Gdańsk site with currently 50 employees. Working closely with the Facilities Manager, you’ll help ensure the smooth, safe, and efficient operation of the site, maintaining a compliant, well-maintained, and inspiring environment that promotes productivity, wellbeing, and a positive employee experience. A high standard of customer service is central to this role — you’ll be a visible, approachable presence in the workplace, ensuring employees, visitors, and contractors receive prompt, professional, and courteous support at all times. In this role, you will have the opportunity to support the finance team with basic daily tasks related to the polish office. Responsibilities and duties: Facilities administration: Provide day-to-day administrative support for office and facilities operations Coordinate routine office activities, moves, onboarding and access management Support purchasing processes (office supplies, snacks etc.) in line with company procedures Conduct bi-weekly site inspections to uphold health, safety, and hygiene standards Manage booking systems for desks and conference rooms Act as first point of contact for routine office issues and escalate when needed Organization of trainings, meetings, and corporate events Maintain accurate documentation and ensure smooth information flow Acting as Fire Coordinator First Aider Coordinating external contractors (Maintenance, Cleaners) Act as the first point of contact for emergency issues Help with managing the DSE system and ensuring training completion Support customs and transport documentation preparation (commercial invoices, waybills, packing lists) Graphcare team member Perform other administrative tasks as assigned by your manager, site lead and other managers Finance support: Manage Accounts Payable inbox and process incoming invoices Ensure invoices are correctly described and forwarded to the external accounting office Match invoices with purchase orders in Business Central Support expense processing and approvals in SAP Concur Per diem rates advice, control and checking Maintain bookkeeping documentation and filing in line with local requirements Prepare and maintain administrative finance reports (e.g. import/export overviews) Respond to documentation requests from external accounting partners. Preparing OT documents (receipt of the assets) What you’ll bring You have experience in office or facilities administration within large scale technology-driven environment, ideally with 2+ years in a similar role. Highly organised and committed to delivering a 5-star customer service, you are independent, with practical knowledge of administrative and operational processes, as well as financial and accounting fundamentals. As well as the above, you’ll also bring the following skills and experience: Essential: Proven experience (2+ years) in administrative work, office management, facility management, events coordination, or a similar ... (truncated, view full listing at source)