Business Operations Coordinator

VirtualResource; Warszawa; Hybrid; PLN 60,000 - 80,000; Full time

Job summary

A dynamic technology firm in Warsaw is seeking a proactive Business Operations Coordinator to oversee operational activities. You will assist with accounting support, project management, and office administration while collaborating with the leadership team. The ideal candidate has over 2 years of experience in administration or project coordination and strong organizational skills. The position allows for a hybrid work schedule, working in-office 3 days and remotely for the rest.

Benefits

Professional growth opportunities

Flexible hybrid work schedule

Convenient office location

Qualifications

• Background in accounting, administration, or project coordination.
• 2+ years of experience in a similar role.
• Proficiency in MS Office and familiarity with project management tools.

Responsibilities

• Assist with bookkeeping, invoicing, expense tracking, and budget monitoring.
• Support project planning, tracking, and reporting.
• Draft, edit, and maintain business documents, forms, and templates.
• Oversee office operations, supplies, and vendor coordination.

Skills

Organizational skills

Multi-tasking abilities

Written communication

Verbal communication

Detail-oriented

Tools

MS Office

Project management tools

Job description

What We Offer

• A dynamic and varied role with exposure to senior leadership
• Opportunity to contribute across multiple business areas
• A supportive environment for professional growth
• Convenient office location (Warsaw, Emili Plater)

What is the role about?

This is a full-time on-site role for a Business Operations Coordinator, located in Warsaw. The Business Operations Coordinator will be responsible for overseeing operational activities, providing administrative assistance, and supporting business functions. Daily tasks include compiling reports, coordinating with various departments, managing correspondence, coordinating invoicing, supporting RFP and ensuring customer satisfaction.

We are seeking a highly organized and proactive individual to support our leadership team in managing a variety of business functions. This role combines accounting support, project management coordination, documentation, and office management. You will work closely with the board members to ensure smooth operations, accurate reporting, and effective project delivery.

Key Responsibilities

• Accounting & Finance Support
  • Assist with bookkeeping, invoicing, expense tracking, and budget monitoring
  • Prepare reports and documentation for review
  • Liaise with external accountants or auditors as required
• Project Management Office (PMO)
  • Support project planning, tracking, and reporting
  • Ensure deadlines, deliverables, and documentation are met and updated
  • Coordinate communication between project stakeholders
• Documentation & Reporting
  • Draft, edit, and maintain business documents, forms, and templates
  • Prepare board meeting packs, minutes, and follow-ups
  • Maintain organized digital and physical filing systems
• Office & Administrative Management
  • Oversee office operations, supplies, and vendor coordination
  • Handle correspondence, scheduling, and meeting organization
  • Provide executive support to the leadership team

Qualifications & Skills

• Background in accounting, administration, or project coordination
• 2+ years of experience in a similar role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in MS Office; familiarity with project management tools a plus
• Detail-oriented, proactive, and able to work independently

Enjoy the flexibility of a hybrid schedule – collaborate in person with the team 3 days a week in our central Warsaw office, and work remotely for the rest.