Position description:

Junior Office Administration Specialist is responsible for overseeing a wide range of daily operational activities to ensure efficiency and maintain seamless office workflows. Key duties include managing internal communications, handling emails and phone correspondence, processing incoming and outgoing mail, and coordinating meetings to support effective communication across the organization. The role also covers business travel management, as well as office supplies oversight and budget administration.

A successful Junior Office Administration Specialist is a proactive and adaptable professional who is comfortable managing multiple responsibilities. They are eager to engage in a broad range of administrative tasks, highly organized, flexible, and capable of supporting a diverse office environment. The role requires someone who thrives in a dynamic setting and enjoys the operational challenges associated with maintaining smooth office operations.

Key Responsibilities

• Office Workflow Compliance - follow established office workflow procedures to ensure maximum operational efficiency.
• Records and Filing Management - maintain documents, files, and records using effective and well‑structured filing systems.
• Administrative Support - assist other teams with a variety of administrative tasks, including redirecting calls, distributing correspondence, scheduling meetings, and organizing internal events.
• Visitor Support - assist visitors before and during their arrival to ensure a smooth experience.
• Office Operations Oversight - monitor office expenditures, manage all office‑related purchasing to ensure an adequate yet cost‑efficient supply level (including food and office materials).
• Maintenance Management - maintain the overall upkeep and professional condition of the premises. Schedule required maintenance or repairs for the workspace and equipment; perform basic troubleshooting and contact relevant personnel for complex issues.
• Safety and Security Checks - carry out routine audits to ensure a safe and secure working environment.
• Issue Resolution - handle general complaints or issues, resolving minor problems independently and coordinating with relevant personnel for more complex troubleshooting.
• Onboarding Support - support new joiners to ensure a smooth onboarding experience and deliver administration‑related presentations during the onboarding program.
• Professional Communications Management - manage regular internal communications, including company‑wide announcements; oversee TV content displayed in the office; maintain and update the SharePoint site to ensure timely and accurate information flow.
• Event Coordination – support planning and managing events of various sizes, from logistics to on‑site support.
• Travel Coordination - act as a central point of contact for travel‑related matters, support employees with travel issues, ensure the travel agent understands all requirements and review bookings for accuracy, cost‑effectiveness, and policy compliance.
• Company Car Fleet Management support – support Car Fleet Manager in managing day‑to‑day fleet needs and inquiries, maintaining all documentation in line with established standards, preparing regular and ad hoc reports and maintaining and performing essential service of company cars.

Requirements:

• Excellent customer service skills and a capacity to build and maintain effective relationships with a diverse range of internal and external stakeholders.
• Communication and teamwork, strong interpersonal skills and the ability to collaborate effectively within diverse teams, fostering a positive and cooperative working environment.
• Excellent work organization and task prioritization skills, strong ability to structure daily tasks effectively and maintain high personal productivity. capability to assess urgency and importance to ensure timely and efficient completion of responsibilities.
• Strong analytical and problem‑solving abilities, effectively identifying issues, evaluating options, and implementing practical, well‑reasoned solutions.
• Excellent written and verbal communication skills in English and Polish
• Advanced proficiency in MS Office
• Valid and active Category B driving license

What we offer:

• Attractive compensation
• Private medical health care
• Lunch card
• Holiday allowance
• Internal referral program
• International work environment
• Creative atmosphere and great people.