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 you're 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!