Administration Specialist

Hexecapital; Wrocław; Hybrid; PLN 78,000 - 100,000; Full time

Benefits offered by this job

Autonomy & trust

Impact on admin process

Collaborative environment

Skills development

Central Wroclaw location

Job summary

Hexe Capital seeks an experienced Administration/Office Manager to take charge of day-to-day operations and handle more complex tasks such as preparing contracts and documents. You will work closely with internal teams and external partners to ensure smooth processes and timely delivery.

The role requires at least 3 years in administration, strong organizational skills, and the ability to manage multiple topics simultaneously.

Qualifications

• Min 3 years in Administration, Office Management, or a similar area.
• Experience independently preparing and handling documents and contracts.
• Highly organized and able to manage several topics simultaneously.
• Independent and takes ownership of responsibilities.
• Can follow-through and track follow-ups without reminders.
• Confident and clear communicator with diverse stakeholders.
• Comfortable with routine and ad hoc tasks.
• Excellent knowledge of MS Office/Google Workspace.
• Strong English to work with documents and day-to-day correspondence.

Responsibilities

• Manage the reception and smooth day-to-day office operations.
• Prepare and handle administrative documents including B2B agreements and client contracts.
• Coordinate document workflows and ensure documents are complete, signed, and archived.
• Handle correspondence, deliveries, and day-to-day communication with external partners.
• Maintain administrative registers and office assets (keys, access cards).
• Organize purchases and office supplies and assets.
• Support meetings, guest visits, and company events.
• Collaborate with Accounting, HR, and management teams.
• Improve day-to-day admin processes and ensure timely execution.

Skills

Organizational skills

Independent work

Communication

English proficiency

Problem solving

Tools

MS Office

Google Workspace

Job description

We are looking for someone who feels comfortable working in administration and takes pride in making sure things are simply done right.

This role is for someone who will not only take care of the day-to-day operations of the office and reception, but will also independently handle more complex administrative responsibilities, such as preparing contracts and documents, managing formal processes, and collaborating with internal teams and external partners.

We seek an experienced professional who understands how an Administration department operates and does not need step-by-step instructions for every new task.

Who we are?

Hi! We’re Hexe Capital – a group developing technology companies operating in areas such as AI, SEO, analytics, web development and e-commerce.

We all work together under one roof in Wrocław. We value direct communication, autonomy, and down-to-earth, collaborative relationships.

Administration stays close to the heart of our business, collaborating closely with both individual teams and company leaders.

What will you be responsible for?

• managing the reception and ensuring the smooth day-to-day operation of the office,
• preparing and handling administrative documents, including B2B agreements, client contracts, annexes, authorizations, and other formal documents,
• coordinating document workflows and ensuring that documents are complete, properly signed, and archived,
• handling correspondence, deliveries, and day-to-day communication with external partners,
• maintaining administrative registers, including equipment, office assets, keys, and acces cards,
• organizing purchases and taking care of office supplies, equipment, office assets, keys, and access cards,
• supporting the organization of meetings, guest visits, and company events,
• collaborating with Accounting, HR, company management boards, and other teams across the group,
• improving day-to-day administrative processes and making sure that things get done efficiently and on time.

We are looking for someone who:

• has at least 3 years of experience in Administration, Office Management, or a similar area,
• has experience independently preparing and handling documents and contracts,
• is highly organized and able to manage several different topics simultaneously,
• is independent and takes ownership of their responsibilities,
• can effectively follow things through to completion and keep track of follow-ups without constant reminders,
• communicates confidently and transparently with a wide range of people – from team members and suppliers to contractors and senior management,
• is comfortable working in an environment where some tasks are routine while others arise on an ad hoc basis,
• has very good knowledge of MS Office / Google Workspace,
• has a good command of English, sufficient to work comfortably with documents and handle day-to-day communication.

An additional advantage would be:

• experience managing administration for several companies or a larger organization,
• experience improving and automating administrative processes.

What do we offer?

• a high level of autonomy and trust in the way you organize your work,
• a real opportunity to influence how Administration operates and introduce your own improvements,
• a collaborative working environment based on direct communication and mutual respect,
• a diverse scope of responsibilities that goes beyond simply managing the reception and office,
• close collaboration with various teams and company management,
• opportunities to develop your skills in more complex administrative, formal, and organizational matters,
• a flexible environment without unnecessary bureaucracy – we value efficiency, initiative, and a practical approach tailored to the situation,
• a modern office in the center of Wrocław,
• a salary of PLN 7,000–9,000 gross (employment contract) or PLN 8,000–10,000 net (B2B), depending on your experience and skills.

Recruitment process

• initial online conversation with HR,
• meeting at the office with our Operations Director,
• meeting with the CEO,
• decision and offer.

Sounds like a role for you?

We’re looking for the right person, not the perfect CV.

We’d love to hear what you’re great at and why this role suits you.