Office & Administration Specialist

Warsaw / Krakow | On-site | Full-time

We’re looking for a highly organised and proactive Office & Administration Specialist to support the daily operations of a fast‑paced, dynamic company. This role combines traditional office management tasks with broad administrative support for key departments: Sales, Recruitment, Key Account Management, HR, Finance, Legal, Accounting, and Marketing. If youre someone who thrives in a structured yet ever‑changing environment and enjoys bringing order and clarity to processes, this role is for you!

Key Responsibilities

General Administration

• Maintain and update the company-wide Master Task List
• Attend key management and team meetings, take professional minutes, and follow up on action items
• Coordinate calendars and business travel for senior team members
• Support internal communication (Teams / Alice), helping to promote the company’s mission and vision

Office & Reception Management

• Oversee reception: welcoming guests, handling mail and courier deliveries
• Manage office-related vendors (e.g. BHP, fire safety, maintenance)
• Coordinate office logistics in Warsaw and Krakow (access cards, printers, leasing, workstations)
• Ensure smooth onboarding/offboarding processes (workstations, IT equipment, access setup)
• Perform regular office inventory checks

Marketing & Company Culture

• Build and manage a vendor database for marketing needs
• Coordinate internal promotion of branded materials (VHR, MR, DB)
• Support employee satisfaction surveys and follow-up actions
• Co‑organise company events, anniversaries, and team‑building initiatives

Legal & Compliance Support

• Maintain and organise company archives: contracts, resolutions, legal documents (paper & digital)
• Liaise with notaries, legal firms, and external auditors
• Assist in audit and control preparations (GDPR, financial, HR)
• Monitor compliance-related documentation, training logs, and registers

Finance & Procurement

• Support budget and planning meetings
• Collaborate on invoice processing and document flow in back‑office systems
• Analyse vendor performance and ROI (IT, SEO, marketing services)

HR & Recruitment Support

• Help prepare monthly recruitment and business reports
• Coordinate accommodation and travel for contractors

Requirements

• Previous experience in office management or administrative roles
• Strong organisational skills and attention to detail
• Ability to handle multiple stakeholders and priorities effectively
• Excellent communication skills (written and verbal)
• Proficiency in MS Office, Teams, and ERP systems (knowledge of Alice or Weco Travel is a plus)
• Understanding of compliance requirements (GDPR, audits, training records)
• Fluent Polish and English (spoken and written)
• Availability for full on‑site work (no hybrid or remote option)

What We Offer

• Opportunity to collaborate with multiple departments: HR, Finance, Legal, Marketing, Front & Back Office
• Dynamic, international work environment where your work has a real impact
• Independence in managing the office and working with external vendors
• Career growth opportunities in administration, office management, or project coordination

Sound like the right role for you? Apply now and become an essential part of our operations!