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Your responsibilities

  • Maintenance of office services - organizing office operations and procedures

  • Maintenance of office supplies – controlling available supplies, ordering new supplies, making purchase orders and anticipating budget for supplies

  • Ordering and managing hardware and software, including mobile phones

  • Designing and implementing office policies by establishing standards and procedures measuring results against standards; making necessary adjustments.

  • Arranging regular testing for electrical equipment and safety devices

  • Maintaining the condition of the office and arranging for necessary repairs

  • Managing relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time

  • Managing contracts and price negotiations with office vendors, service providers and office lease

  • Acting as a point of contact for external suppliers, building administrator, external institutions (Tax Office) and courier company

  • Keeping company documents updated, arrange for necessary adjustments

  • Managing documents flow between company branches

  • Management of incoming and outgoing post – preparing outgoing mail for sending, collecting and redistributing incoming mail to appropriate personnel

  • Administration of incoming documentation by uploading and registering documents, invoices and supplier contracts to our internal system

  • Performing wide range of clerical duties such as filing, scanning, copying and archiving documents

  • Welcoming and greeting on-site guests, clients and customers, determine nature of business and announce visitors to appropriate personnel

  • Co-organizing social, integration, team-building events for internal staff, arranging division meetings and travels of staff

  • Administration including onboarding and outboarding of benefits, monitoring and updating deductions, sending MS cards, group benefit invoicing, etc. (Medicover,UNUM,Multisport,Cafeteria)

  • Employee/Contractors/Staff

  • Managing & filling all company documents - contracts with customers, suppliers, b2b contracts, etc

Our requirements

  • At least 3 years of proven office management, administrative or assistant experience

  • Knowledge of office management systems and procedures

  • Excellent time management skills and ability to multi-task and prioritize work

  • Attention to detail and problem solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficiency in MS Office

  • Fluent Polish and English