Office Coordinator (Maternity Cover 12 month contract) at Prologis

Budapest, Hungary

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Not SpecifiedCompensation

Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Real Estate, LogisticsIndustries

Requirements

Proven experience in office coordination, travel management, or event planning
Exceptional organizational and multitasking skills
Fluency in both English and Hungarian (spoken and written)
Strong interpersonal communication and relationship management skills
Proactive problem-solving approach and comfort working independently
Familiarity with corporate systems (e.g., PeopleSoft, Egencia) is a plus

Responsibilities

Manage the day-to-day flow of the office, including phone lines, mail, couriers, and supplier coordination
Maintain shared files, records, and invoice registries
Oversee office supplies, facility requests, and vendor relationships
Support finance with invoice approvals, expense reports, and vendor registration in PeopleSoft
Coordinate onboarding and offboarding for new hires and leavers (devices, health insurance, cafeteria plans, etc.)
Support monthly payroll documentation and benefits administration
Liaise with HR and local managers on policy updates, training sessions, and internal communication
Arrange all domestic and international travel through Egencia
Ensure traveller profiles, approvals, and travel documentation are up to date
Coordinate hotel and transport bookings (including OMV fuel cards, vignettes, and corporate taxi accounts)
Handle visa requests and travel arrangements for senior leadership team
Manage and track corporate cards and travel expenses
Lead the organization of major corporate and community events including Partner’s Party, Impact Day, Family Day, and Health Day
Plan internal team events such as outings, holiday dinners, wellness days, and volunteer activities
Oversee event logistics: venues, catering, guest lists, budgets, and vendor coordination
Collaborate with Marketing and PR firm on PR materials, press releases, photography, and translations
Support Habitat for Humanity and other volunteer initiatives
Provide administrative support to the leasing and leadership teams
Act as the local IT contact for onboarding and asset management
Coordinate quarterly meetings and communication with European support teams

Skills

Key technologies and capabilities for this role

Office AdministrationTravel CoordinationEvent PlanningVendor ManagementInvoice ProcessingExpense ReportsPeopleSoftHR SupportOnboardingPayroll DocumentationFacility Management

Questions & Answers

Common questions about this position

Is this a remote position or does it require office presence?

This is an office-based role in Budapest, central to keeping the Budapest office running efficiently.

What is the duration of this contract?

This is a 12-month maternity cover contract starting in February 2025.

What skills and qualities are needed to succeed in this role?

The role requires being highly organized and resourceful, with strong skills in logistics, travel coordination, event planning, administrative support, and managing office operations.

What does the work environment or company culture look like at Prologis?

Prologis emphasizes sustainability as the top ranked U.S. company and sixth overall among the Global 100 Most Sustainable Corporations, with a collaborative environment involving local and regional teams, events like Partner’s Party and volunteer initiatives.

What makes a strong candidate for the Office Coordinator role?

Strong candidates are highly organized, resourceful individuals who excel at juggling logistics, executing events, and handling details smoothly in office management, travel, HR support, and event planning.