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.

• Minimum 2–3 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.

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).