Administration Manager – Saab Technologies Poland

Introduction

Saab Technologies Poland Sp. z o. o. (STPL) is seeking a highly organized, efficient, meticulous and proactive Administration Manager to manage the administration of the growing organization, support governance processes and oversee in‑country facilities and office space management. The role involves daily office operations, managing company facilities, supervising suppliers and vendors, and supporting various business functions.

The key task is to support STPL Operations and in‑country projects by taking ownership of delegated responsibilities within ongoing administration and governance processes, monitoring and providing required services to stakeholders in areas such as administration, governance, compliance, security, finance, managing consultants, subcontractors, external suppliers and service providers.

Location: Company HQ in Warsaw (city centre). The position is stationary; remote work is possible in exceptional cases.

Security and Vetting Requirements

Personnel Security Clearance is required. Applicants must be approved via ISO 27001‑compliant security vetting, or have the ability to obtain clearance promptly after employment starts.

Responsibilities and Activities

• Ensure smooth, efficient daily operations of the offices.
• Oversee facility maintenance and continuous workplace development.
• Lead, train, and develop the administrative team for effective performance.
• Build strong vendor and external partner relationships, including contract negotiations and performance monitoring.
• Oversee office supplies, fixed assets, and cost‑control initiatives.
• Develop, refine, and implement administrative policies, procedures, and standards.
• Manage document circulation.
• Organize meetings, visitor receptions, employee events and large company gatherings.
• Develop and implement contingency plans to ensure safety and business continuity.
• Support onboarding and off‑boarding activities and ensure administrative readiness for new employees.
• Promote a culture of learning, innovation and continuous improvement.

Your Profile

• Relevant education in business administration or a related field.
• Several years of experience as Administration Manager or in a senior administrative role within a corporate environment.
• Solid knowledge of local and international project organisations.
• Proficiency in administrative systems, office operations and cost control.
• Fluent Polish and good written and spoken English.
• Strong verbal and written communication skills, with ability to establish professional relationships with a wide variety of stakeholders.
• Goal‑oriented, with a performance‑driven mindset.
• Excellent team player with coordination and organizational skills.
• Proactive, independent problem‑solver.
• Strong sense of responsibility, reliability and confidentiality.
• Competent with agreements, procedures, data handling and budgeting.
• Valid driving licence.
• Understanding of contractual provisions and execution of service agreements, including quality supervision.
• Experience with office‑space lease agreements execution and fit‑out supervision.
• Ability to create and implement procedures and guidelines for efficient operations.

Additional Requirements

Selected candidates will be asked to provide references and will be subject to security vetting.

Benefits

• Shared costs of sports activities.
• Company shares buy‑back programme.
• Private medical care.
• Life insurance.
• Professional training and development opportunities.
• Holiday benefits.

About Saab

Saab is a leading defence and security company committed to keeping nations and their society safe. With over 26,100 employees worldwide, Saab pushes the boundaries of technology to create a safer and more sustainable world.