Office Management Specialist

Your responsibilities

• We are entering an exciting phase of growth as we launch a new production facility in Łazy (Piaseczno County). To support this expansion, we are seeking a highly organized and proactive Office Management Specialist who will play a key role in coordinating day-to-day administrative operations, supporting the executive team, and ensuring smooth documentation flow across departments and affiliated entities.
• This is a hands-on position at the heart of our new site — perfect for someone who thrives in dynamic environments and wants to be involved in building internal processes from the ground up.
• Oversee daily office operations and ensure efficient administrative workflows
• Manage company fleet operations, including fuel cards, vehicle documentation, and service coordination
• Provide direct, ad-hoc support to the executive team and assist in handling board-level logistics
• Coordinate internal documentation and assist with administrative processes across departments
• Support invoice processing, payment tracking, and cooperation with finance and accounting teams
• Handle office supply orders, courier services, and vendor communication
• Administer company accounts on external platforms (e.g. utilities, banking portals)
• Organize internal and external meetings, visits, and on-site events
• Serve as the main point of contact for guest reception and office-related inquiries
• Actively participate in setting up and optimizing internal procedures for the new facility

Our requirements

• You may be in the middle of studies related to your area of responsibility
• Experience in administrative, finance support, or operations-related roles
• Strong analytical thinking and data handling skills
• Excellent organizational and time management abilities
• Fluency in Polish and English (written and spoken)
• Proficiency in MS Office Suite and online platforms ( document management systems)
• Eagerness to work in a fast-paced, multicultural environment

Optional

• Chinese language skills are a strong advantage

What we offer

• The opportunity to build and shape operations from the ground up
• Stable employment with room for growth and cross-functional development
• A dynamic international environment with strong collaboration between teams in Europe and Asia
• Exposure to global partners, projects, and leadership

Benefits

• private medical care
• life insurance
• mobile phone available for private use
• computer available for private use
• parking space for employees

ENTALPIA EUROPE SP. Z O. O.

ENTALPIA Europe is EU headquarters, with production – filling plant and main European warehouse (certified ISO9001), of ICOOL Ninhua global group. At present, Ninhua Group has over 80 domestic and overseas enterprises, with approximately 1,500 employees. It provides high-quality products and services to more than 10,000 enterprises across five continents, from traditional markets in Europe and America to emerging markets in Latin America, Africa, the Middle East, and ASEAN. It owns a number of internationally renowned self-owned brand products such as "ICOOL", "Sanjiang Yinnong", and "JARDER", and has the qualification of a customs advanced certified enterprise. It is the first foreign trade enterprise to pass the ISO9001, ISO14001, and OHSAS18001 three system certifications.