Join to apply for the Administration Leader (maternity cover) role at Allegro

The Team Coordinator, Administration ensures the smooth daily operations of one of the Allegro Groups office locations and leads the local Administration team. This role manages the office budget, optimizes resource utilization, and is responsible for creating, implementing, and monitoring office procedures to guarantee efficiency and compliance.

Responsibilities

• Ensure the smooth daily operations of Allegro Group’s Warsaw office, creating a comfortable, safe, and engaging workplace for all employees and visitors
• Lead and develop a local Administration team — including task allocation, feedback, performance reviews, and development planning
• Manage the office budget — prepare forecasts, monitor execution, oversee cost control, and ensure financial accuracy and compliance
• Plan and optimize office space, supporting changes in team structures
• Oversee vendor relationships — supervise service providers (cleaning, maintenance, reception, catering, florists, etc.) and ensure service quality
• Coordinate office-related tenders and procurement processes, collaborating closely with the Procurement team on vendor selection and contract negotiations
• Participate in large-scale infrastructure projects — office refurbishments, relocations, and setup of new office spaces (including international projects)
• Collaborate with the building administration, manage lease agreement compliance, and participate in lease renewal and negotiation processes
• Supervise local recruitment for administrative roles and contribute to building a strong, motivated, and people-oriented team culture
• Prepare and analyze reports related to office utilization, operational efficiency, and service performance
• Coordinate cross-functional projects, define scope, set timelines, and ensure alignment with key business stakeholders (Procurement, Controlling, Business Teams)
• Act as a trusted partner for business leaders — providing insights, solutions, and recommendations related to office operations and workplace experience

Qualifications

• You have at least 7 years of experience in administration, facilities, or office management, including 2+ years of people management experience
• You’ve worked in a large organization and are comfortable managing complex, multi-site projects (relocations, new office openings, large-scale refurbishments)
• You have a strong understanding of office operations, budget management, and vendor coordination
• You’re experienced in planning and executing office infrastructure projects and enjoy seeing tangible results of your work
• You’re comfortable working with financial data — budgets, forecasts, and cost tracking
• You’re a hands‑on leader who builds trust, motivates others, and provides regular feedback and support
• You have excellent communication and interpersonal skills, with the ability to collaborate effectively across departments (Procurement, Controlling, HR, and Business Teams)
• You communicate fluently in Polish and English (B2+/C1)
• You’re proactive, well‑organized, and open to innovation in administrative processes

What we offer

• Fixed‑term replacement contract (maternity cover)
• A hybrid work model (4 days in‑office / 1 remote) in a modern, well‑located Warsaw office (bicycle parking, equipped kitchens, adjustable desks, interactive meeting rooms)
• A flexible benefits package in a cafeteria model — choose what works best for you: healthcare, sports cards, lunch plans, insurance, shopping vouchers, and more
• Fully paid English lessons tailored to your role
• A team of top‑tier professionals you can always count on
• High autonomy in organizing your work — we trust your judgment and encourage experimentation
• A dedicated training budget and access to our internal learning platform (courses on leadership, motivation, organization, and communication).

Seniority level: Mid‑Senior level; Employment type: Temporary; Job function: Administrative.