Office and Administrative Specialist

• Independently manage the company phone system handle incoming calls and efficiently distribute information across the organization.
• Enter invoices and contracts into the company system ensuring accuracy and proper documentation flow.
• Coordinate business travel arrangements including hotels tickets insurance and local transportation in consultation with the requesting manager.
• Manage incoming and outgoing correspondence including sorting registering and archiving documents.
• Organize employee catering prepare materials for meetings welcome guests and maintain a friendly and professional office environment.
• Monitor office supplies and food inventory place orders as needed and coordinate with external suppliers and service providers (couriers vending office supplies cleaning services).
• Supervise the cleaning service ensuring daily office cleanliness commissioning additional tasks (e.g. window cleaning carpet cleaning post-event cleanup) and monitoring their completion.
• Assist in office integrations and events organization including unpacking deliveries coordinating cleaning schedules and supporting summer winter and local company events (transport accommodation participant lists and ordering materials).
• Prepare and distribute company-wide office communications such as notifications about ongoing repairs utility interruptions or building-wide services.
• Provide continuous administrative support to employees and recommend improvements to office processes.
• Collaborate with other departments to ensure smooth day-to-day office operations.
• Assist executive management (CEO) with administrative tasks related to travel documentation and urgent matters as required.

Qualifications :

• Minimum 23 years of experience in a similar administrative or office support role.
• Strong interpersonal skills professional presence and the ability to communicate effectively with colleagues and external partners.
• Highly independent proactive and exceptionally well-organized.
• Demonstrated efficiency accuracy and accountability in completing tasks.
• Solid practical knowledge of MS Office and Google Workspace tools.
• Excellent command of both Polish and English in written and spoken communication.

Additional Information :

What we offer:

• A wide array of benefits: private medical care life insurance pro-health campaigns gifts for different occasions.
• An outstanding work atmosphere in a highly-skilled team of professionals with flexible working hours no dress code and full support of the dedicated HR Business Partner.
• A constant stream of company newsletters PR & project updates so you will always be in the know.
• Many opportunities for personal development: a dedicated development budget for each employee extra two paid days for training and CSR stable career paths extensive internal and external training and financing of English and Polish language classes.
• State-of-the-art offices filled with chillout zones a fully equipped kitchen a gym (Wrocław office) and a free car park (Warsaw limited amount of space).

Remote Work :

No

Employment Type :

Full-time