Senior Administration & Workplace Specialist

We are looking for a highly organised and energetic Workplace Experience Coordinator to join our global team, based full‑time in our Warsaw office. This role is key to creating a seamless and engaging in‑office experience for employees by ensuring the workspace runs smoothly and by leading fun, inclusive, and meaningful social events.

Youll be the go‑to person for all things office‑related in Warsaw, taking ownership of daily operations, vendor management, and supplies, while also driving initiatives that build a strong workplace culture and a sense of belonging.

Key Responsibilities

Office Management

• Manage day‑to‑day operations of the Warsaw office, ensuring a clean and productive environment
• Act as the primary point of contact for office vendors and service providers (cleaning, maintenance, utilities, supplies)
• Oversee inventory and procurement of office supplies, refreshments, and equipment
• Coordinate with IT and GPS to support onboarding and offboarding logistics
• Support space planning, seating arrangements, and general workspace organisation
• Maintain records for office‑related expenses and assist with local budgeting and reporting
• Responsible for office security, including managing access control to ensure a safe and secure working environment for employees and visitors

Workplace Experience & Culture

• Plan, coordinate, and host on‑site social and cultural events in line with the wider Workplace Experience team
• Lead local employee engagement initiatives in collaboration with global workplace and people teams
• Act as a local culture ambassador, ensuring events and initiatives reflect and respect the unique Polish context and team dynamics
• Collect feedback from employees on the workplace experience and recommend improvements

Benefits & Wellbeing Administration

• Assist the Workplace Experience Specialist in the coordination and administration of Poland‑based employee benefits programs

Requirements

Skills & Experience

• Minimum 2 years of experience in office coordination, workplace experience, facilities support, or hospitality roles
• Proven experience planning and executing office‑based events or employee engagement activities
• Strong organisational skills with the ability to manage multiple priorities effectively
• Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets) and comfortable using internal systems and tools
• Budget tracking or vendor management experience is highly desirable
• Experience with access control systems is highly desirable

Attributes

• Friendly, approachable, and professional with a can‑do attitude
• Passion for creating great in‑office experiences and building community
• Strong attention to detail and follow‑through
• Excellent communication skills in both Polish and English, with the ability to interact across all levels of the business
• Self‑starter who thrives in a fast‑paced environment and takes initiative

What We Offer

• A collaborative and inclusive global team environment
• Opportunities to make a direct impact on employee wellbeing and engagement
• Competitive local salary and benefits
• Full‑time, office‑based role with opportunities for professional growth

Benefits

• Private medical care through Allianz Health (company‑subsidised, with various packages to choose from)
• Multisport card (multiple options available)
• Additional life insurance from PZU
• Online consultations with a Booksy Psychologist
• Wellbeing tools (Worksmile)
• Happiness Team initiatives

Diversity and Inclusion Commitment

We work in a highly creative and diverse industry so it goes without saying that we strive to create an inclusive environment for all. We welcome people from all backgrounds and are committed to fair consideration in our hiring process. If you have any accessibility needs or require reasonable adjustments during the interview process, please let the respective TA Specialist know so we can best support you.