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 back-office position within a tech or large-scale environment

• Experience in working with financial documentation (invoices, cost settlements, document flow,AP)

• Ability to work with financial and accounting systems (e.g., SAP Concur, Business Central, or similar)

• Knowledge of basic accounting and financial administration

• Proficiency in Microsoft Office (Outlook, Excel, Word) and facilities systems, access control, and H&S systems

• English language proficiency: min. B2 (contact with international partners and documentation)

Mindset and Approach:

• Outstanding communication skills with the ability to collaborate with various departments, strong interpersonal skills, and a proactive mindset.

• Excellent document flow and archiving organization, stakeholder engagement, and problem-solving skills

• Ability to prioritise effectively, manage time well, and remain calm under pressure

• Strong attention to detail and the ability to work independently with minimal supervision

Desirable:

• Experience in logistics: ability to prepare transport and customs documents (commercial invoices, waybills, packing lists), knowledge of basic import and export processes

• Knowledge of occupational health and safety, fire protection, and office safety procedures

You’re passionate about creating exceptional workplace experiences and thrive in a fast-paced, people-focused environment. You embrace diversity, inclusion, and wellbeing, and bring an agile, solutions-focused approach. You align with values of innovation, collaboration, and sustainability — and take pride in making the workplace better every day.

We’re committed to building a workplace that reflects a wide range of backgrounds, perspectives, and experiences. As an equal opportunity employer, we strive to create an environment where everyone feels respected, supported, and empowered to do their best work.

If you have a disability or any additional needs that require adjustments during the recruitment process or in the workplace, please let us know — we’re happy to accommodate. Please note, we are only considering candidates who have an established right to work in Poland for roles based in Gdańsk, Poland.