Job Description
The Office Specialist will play a crucial role in supporting the day-to-day administrative tasks and ensuring the smooth functioning of our office operations.
Qualifications
Responsibilities: Provide administrative & workplace support to ensure efficient office operations (i.e. office cleaning coordination, providing IT equipment to our team members with the support of our IT team).
Provide administrative assistance for employees in Poland (contracts, medical insurance, etc.)
Act as the administrative interface with our Services Providers and local authorities (ex: office maintenance, landlord, cleaning service, ZUS, Embassies, etc.)
Support local accounting need (collecting invoices, initiating payment requests, etc.)
Manage travel arrangements with our local provider.
Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility of documents.
Assist in organizing company events and gatherings.
Order office supplies and maintain inventory levels.
Perform other administrative tasks as assigned.
Requirements: We are seeking a highly organized and detail-oriented individual to join our team as an Office Administrator based in Warsaw.
Fluency in Polish and English is essential; proficiency in Ukrainian is a plus.
Proven experience as an Office Administrator or equivalent.
Excellent organizational and time management skills.
Strong verbal and written communication skills.
Proficiency in Teams & MS Office (Word, Excel, Outlook, Power Point).
Ability to multitask and prioritize tasks effectively.
Attention to detail and accuracy.
Professional demeanor and strong work ethic.
Ability to work effectively both independently and as part of a team.
Flexibility to adapt to changing priorities and work environments.
Education and Experience: High school diploma or equivalent; additional certification in Office Management or related field is a plus.
Previous experience in a similar role preferred.
Basic knowledge of Polish labor law would be a plus
Working Conditions: This is a part-time, in-office position based in Warsaw (Mokotów), Poland.
Standard hours of work apply, with occasional flexibility required to accommodate business needs.
Employment under labor contract (umowa o pracę)
10/13 days of paid vacation annually
Medical insurance
English language courses
Internal learning opportunities
