Office & Administration Specialist

About the Role

We are looking for a person who will ensure the smooth operation of our Wrocław office and provide administrative support across the organization. This role is ideal for someone who is well-organized, independent, and reliable, enjoys bringing structure to processes, coordinating multiple tasks, and working closely with people.

Responsibilities

Office Administration and Operations

• Ensuring the smooth day-to-day operation of the Wrocław office.
• Managing office equipment and coordinating purchases of office and kitchen supplies.
• Monitoring the technical condition of the office and coordinating repairs and maintenance.
• Maintaining administrative documentation and archiving records.
• Managing the company library.

Cooperation with Vendors and Building Management

• Handling the day-to-day administration of the office lease agreement.
• Cooperating with building management and external service providers.
• Monitoring the quality of delivered services.
• Overseeing invoice workflows and administrative settlements.
• Supporting office renovations, workspace changes, and relocation projects.

Safety and Compliance

• Coordinating technical inspections and installation testing.
• Supporting the organization of fire drills and fire safety activities.
• Managing responsibilities related to the BDO system, including preparing reports and monitoring regulatory changes.

Employee, HR and Other Departments Support

• Providing administrative support for employee benefits.
• Supporting organizational communication and employee information activities.
• Assisting in the organization of company events, team-building activities, and employee initiatives.
• Managing purchases within the employee training budget.

We Are Looking for Someone Who

• Has at least 2 years of experience in an administrative, office, or similar multitasking role.
• Has a good command of Polish and English (minimum B2 level).
• Has a good knowledge of MS Office, including Excel.
• Has experience working with vendors and external service providers.
• Has experience supporting purchasing processes.
• Is able to prepare reports, documentation, and administrative records.
• Has experience in, or an interest in, facility and office space management.
• Thrives in a changing environment and responds flexibly to evolving business needs.
• Is self-organized and able to manage their workload effectively.
• Works well with people and enjoys supporting others in their daily work.
• Is communicative, detail-oriented, and takes ownership of tasks through to completion.

Nice to Have

• Experience with invoice processing and invoice workflows.
• Knowledge of the BDO system.
• Experience organizing company events.

Benefits

• Respect for your private life so you don't have to work overtime or on weekends.
• Team Events budget to socialize outside of work.
• Company Events to celebrate smaller and bigger successes, including a Summer Party, Programmer's Day, and trips abroad.
• Benefits such as Luxmed, Multisport, and life insurance in Nationale Nederlanden.
• Attractive referral system: 9.5k for senior, 6k for mid, and 2.5k for junior referrals.
• Personal Training Budget with additional paid hours.
• Passion Day: an extra day off for your hobby to spend as you please.
• Flexible working hours with no micro-management approach. Core hours are 9–15; the rest of the working time is up to you.
• High-quality work equipment, plus 2 additional monitors and accessories.