Administration Specialist

Software Mind; Kraków; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Private healthcare and insurance

Multisport card

Language classes

Internal & external training

Job summary

Software Mind in Kraków seeks an Administration Specialist to support day-to-day operations of the workplace. You will be well-organized, proactive, and enjoy working with people to create a positive experience for employees and visitors.

You will handle guest services, mail, phone and email correspondences, filing HR documents, and reporting. Experience in office admin or customer service, strong communication, and organization are essential.

Qualifications

• 1 year minimum experience in office administration or customer service.
• Proficient in MS Office (Word, Excel, Outlook).
• English proficiency at least B2 level.

Responsibilities

• Guest services: greet visitors and maintain company image.
• Manage mail, packages, and office communications.
• Answer calls and manage the office inbox.
• File contracts and HR documents; organize correspondence.
• Prepare expense reports and administrative summaries.
• Order office supplies and manage vendors.
• Assist in organizing meetings, conferences, and team events.
• Communicate important administrative messages to the team.

Skills

Office administration

Customer service

MS Office

English B2

Communication

Time management

Tools

SharePoint

Saldeo

Job description

Software Mind develops solutions that make an impact for companies around the globe. Tech giants & unicorns, transformative projects, emerging technologies and limitless opportunities - these are a few words that describe an average day for us. Building cross-functional engineering teams that take ownership and crave more means we're always on the lookout for talented people who bring passion and creativity to every project. Our culture embraces openness, acts with respect, shows grit & guts and combines employment with enjoyment.

Job Description

Project - the aim you'll have

We are looking for an Administration Specialist to join our Software Mind office and support the smooth day-to-day operations of the workplace.

This role is ideal for someone who is well-organized, communicative, and proactive - a person who enjoys working with people and creating a positive experience for both employees and visitors.

Position - how you'll contribute

• Guest Services: Greeting customers and maintaining the company's image.
• Correspondence: Receiving, registering, and sending mail and courier packages.
• Phone and Email: Answering phone calls and managing the office's main email inbox.
• Filing: Organizing contracts, HR documentation, and current correspondence.
• Reporting: Preparing expense reports and administrative summaries.
• Purchasing: Ordering food items (coffee, tea), office supplies, and cleaning supplies.
• Vendors: Liaising with couriers, the cleaning company, and the office equipment service provider.
• Events: Assisting with the organization of business meetings, conferences, and company team-building events.
• Communication: Communicating important administrative messages to the entire team.

Qualifications

Expectations - the experience you need

• Experience: At least 1 year in office administration or customer service
• Computer skills: Proficiency in MS Office (Word, Excel, Outlook)
• Foreign language: English proficiency at a minimum B2 level
• Equipment skills: Ability to use office equipment (printers, scanners)
• Organization: Excellent ability to organize one's own work and maintain order in documents.
• Communication: Strong interpersonal skills and the ability to build relationships easily.
• Stress tolerance: Ability to work under time pressure and resolve urgent problems.
• Availability: Independence, assertiveness, and attention to detail

Additional skills - the edge you have

• Knowledge of SharePoint
• Knowledge of the Saldeo accounting system

Additional Information

Our offer - professional development, personal growth:

• International projects with leading global clients
• Non-corporate atmosphere
• Language classes
• Internal & external training
• Private healthcare and insurance
• Multisport card

Position at: Software Mind