Administration Specialist

singu; Kraków, Warszawa; On-site; PLN 84,000 - 123,000; Full time

Job summary

SINGU in Kraków is seeking an Administrative Specialist to keep daily operations smooth, covering office management, logistics, procurement, travel coordination and event support.

The role follows a hybrid work model with three days per week in the Kraków office, and requires strong Polish language skills and English (C1).

You will manage correspondence, shipments, supplier contacts, documentation and cross‑functional projects within our growing international SaaS team.

Qualifications

• Experience in administrative or office operations (required).
• Strong organizational skills and the ability to manage multiple tasks and priorities simultaneously.
• Independence, proactivity, and the ability to think ahead without waiting for instructions.
• Attention to detail and reliability when handling documentation, contracts, and data.
• Very good command of Polish (required) and English (C1).

Responsibilities

• Comprehensive office administration – responding to employee requests and handling domestic and international correspondence and shipments.
• Business travel coordination – booking transport and accommodation and travel documentation.
• Procurement and logistics – placing office orders, stock management, supplier liaison, timely deliveries.
• Event and team outing support – coordinating logistics including reservations and catering.
• Documentation and systems – archiving documents in DMS, data entry, contracts, deadline tracking.
• Participation in administrative projects – cross-functional collaboration and status reporting.
• International scope – work with Polish team and support events for UK, Cyprus, Germany.

Skills

Office operations

Organizational skills

Independence

Attention to detail

Polish language (C1)

English language (C1)

Tools

DMS

Job description

About SINGU

At SINGU, we’re redefining how the world’s most ambitious real estate companies run their operations. Our mission is to become Europe’s leading platform for managing warehouse, logistics, retail, and multi-site commercial real estate portfolios — empowering our Clients to protect revenue, boost efficiency, and unlock new value across every aspect of their business.

Our unified CAFM platform already powers the daily operations of over 250 million m² of real estate worldwide, supporting more than 500,000 professionals. Following our union with the UK’s Micad and Germany’s net-haus, we now help manage 100,000+ buildings across 35+ countries — and we’re just getting started.

Backed by a leading growth equity investor, we’re scaling rapidly and partnering with global leaders such as Prologis, ECE, CTP, Hillwood, Logicor, GLP, and Unibail-Rodamco-Westfield. As we continue to grow through strategic acquisitions and bold innovation, we stay true to our core values: adaptability, collaboration, and client focus.

If you’re ready to help build Europe’s leading platform for property operations — and make a tangible impact on how the real estate industry works — join SINGU and be part of this transformation.

About the Role

We're looking for a well-organized Administration Specialist, who will keep daily operations running smoothly – from office management, through logistics and procurement, to business travel coordination and company event support.

The role follows a hybrid work model, with 3 days a week in our Kraków office.

What You Will Bring to the Team

• Experience in administrative or office operations (required).

• Strong organizational skills and the ability to manage multiple tasks and priorities simultaneously.

• Independence, proactivity, and the ability to think ahead without waiting for instructions.

• Attention to detail and reliability when handling documentation, contracts, and data.

• Very good command of Polish (required) and English (C1)

Scope of Responsibilities

• Comprehensive office administration – responding to employee requests, managing domestic and international correspondence and shipments, ensuring smooth day-to-day office operations.

• Business travel coordination – booking transport and accommodation in line with company travel policy, preparing travel documentation, and supporting employees with ongoing booking changes.

• Procurement and logistics - placing office orders, managing stock levels, liaising with suppliers, and ensuring timely deliveries.

• Event and team outing support – coordinating logistics for company events and team outings, including reservations, catering, guest handling, and settlements.

• Documentation and systems – maintaining and archiving documents in DMS, data entry, handling administrative contracts, and tracking deadlines.

• Participation in administrative projects - cross-functional collaboration, status reporting, and active contribution to improving operational processes.

• International scope – you'll work as part of our Polish team with a global reach; over time, the role will also include supporting events and equipment for our teams in the UK, Cyprus, and Germany.

Your Mission

At SINGU, administration isn't a back-office function. It's the operational backbone of the company. This is where employee experience begins and where reliable processes are built across our international organization.

As an Administrative Specialist, you'll be the person who keeps daily operations running smoothly – from office management, through logistics and procurement, to business travel coordination and company event support.

Your scope may evolve alongside the company's growth and your own competencies. We're looking for someone who works independently, thinks ahead, and takes initiative without waiting for instructions. If you enjoy bringing order and clarity to complex operations in a fast-growing international company, this role will give you the space to make a real impact.

What We Offer

• Salary range 7500 – 9000 gross (UoP) or 9000-11000 PLN on B2B + VAT

• The opportunity to be part of a fast-growing international SaaS company shaping the future of real estate operations.

• A role with real ownership and operational impact, where your work directly supports the efficiency of the entire organization.

• A collaborative and international environment, working with teams across multiple countries.

• The chance to improve and build processes in a scaling organization.

• A supportive culture built on adaptability, collaboration, and client focus.