Internal Operations Coordinator – Office Manager

deepsense.ai; Warszawa; On-site; PLN 80,000 - 100,000; Full time

Benefits offered by this job

Medical care

Multisport

Free lunches

Office snacks

External training budget

Job summary

deepsense.ai is seeking an Internal Operations Coordinator to oversee the Warsaw office and ensure smooth daily operations. This role involves managing office logistics, coordinating with service providers, and organizing travel and company events.

The ideal candidate has 3+ years of office management experience, is proactive in solving problems, and possesses strong organizational skills. Fluent Polish and good English communication are essential.

This position offers a hybrid working model with opportunities for professional development and team engagement.

Qualifications

• 3+ years of experience in office management, internal operations, or administration.
• Proactive problem-solver with initiatives and ready solutions.
• Strong organization and experience with business travel and events.

Responsibilities

• Manage the Warsaw office and daily operations.
• Oversee relationships with facilities and service providers.
• Plan and organize company events and travel logistics.

Skills

Office Management

Problem-solving

Logistics

Fluent Polish

Good working English (B2+)

Education

3+ years of experience in office management or similar role

Tools

Google Spreadsheets

MS Office

Job description

Home Career Internal Operations Coordinator – Office Manager

Internal Operations Coordinator – Office Manager

Employment type:

B2B

Operating mode:

Hybrid

Location:

Warsaw

Atdeepsense.ai, wewon’t just build AI solutions – we’ll shape how companies around the world use them.

What webelieve in?

• Team Strength – sharing and exchanging knowledge iskey toour daily work
• Accountability – wetake responsibility for the tasks entrusted toussothat ultimately the client receives the best possible quality
• Balance – wevalue work-life balance
• Commitment – wewant you tobefully part ofthe team
• Openness – wedon’t want you tobelocked into one solution, wewant tolook for alternatives, explore new possibilities

About the role:

Atdeepsense.ai, alot ofthings happen inthe background tokeep the company running smoothly – and this role isatthe center ofthat.

We’re looking for anInternal Operations Coordinator who will take care ofour Warsaw office, support day-to-day internal operations, and help make sure things simply work. This role isabout keeping the operational side ofthe company well organized, solving problems before they come up, and taking awide range ofinternal topics off other people’s plates.

You’ll work closely with the Head ofOperations, take ownership ofyour area, and have alot ofroom to improve how things are done. Ifyou’re proactive, pragmatic, well organized, and like making things run smoothly behind the scenes, this role isfor you.

Key Responsibilities:

What you’ll do

• Keep our Warsaw office running smoothly asapremium, welcoming workplace where daily facilities and essentials are flawless.
• Manage relations with dedicated coworking providers and local teams across five Polish cities toensure our remote teams have what they need.
• Oversee and coordinate the daily work ofour part-time Office Receptionist, stepping intobackstop the front desk when needed.
• Proactively spot operational bottlenecks and drive internal improvement projects end-to-end.
• Organize end-to-end business travel across the company, keeping itsmooth for travelers while optimizing costs.
• Handle relationships, negotiate terms, and resolve issues with building management, service providers, and office vendors.
• Plan and run company-wide events (4 per year) and smaller team integrations, owning both logistics and budget tracking.
• Provide fast, reliable, trusted assistant-style support and execute special projects for the management board.
• Handle the operational and billing side ofselected perks (like English lessons) and process invoices through our electronic workflow.
• Keep all operational documentation orderly and maintain clean administrative habits across your areas.

What we’re looking for:

• 3+ years ofexperience inoffice management, internal operations, administration, orasimilar role.
• Astrong sense ofownership and apractical, hands-on approach tosolving problems,
• Self-starter mindset. You donot just report issues; you come with ready solutions and options and you know how toget things done.
• Initiative and confidence working independently and managing many topics atthe same time.
• Good organization and experience with logistics such asbusiness travel, events, and budgets.
• Ahighly professional and open communicator who builds strong relationships internally and with vendors but can also assertively enforce company policies.
• Reliability, flexibility, and good judgment inadynamic environment.
• Comfort with tools like Google Spreadsheets, MS Office, etc.
• Fluent Polish and good working English (B2+).

Nice tohave

• Experience supporting aManagement Board orsenior leadership team.
• Experience with invoicing, expense workflows, orperks administration.
• Experience negotiating with office, facility, orservice providers.
• Previous team lead orcoordination experience.

What you can expect

• B2B contract.
• Arole with alot ofownership and real impact onhow day-to-day operations work atdeepsense.ai.
• Close cooperation with the Head ofOperations and space to improve processes inapractical way.
• Anopen, collaborative software house environment – with clear processes, adata-driven mindset, and nocorporate stiffness.
• Hybrid work, with regular, atleast 3 days aweek presence inour office inthe center ofWarsaw.
• Amodern office inWidok Tower, easy toreach and with a great view.
• Development support through anexternal training budget and access tomodern AI tools.
• Medical care, Multisport, free lunches, and office snacks.
• Team and company meetups that help usstay connected across teams and locations.
• And ifmusic isyour thing, you can join our SOTA band and perform atthe Christmas Party.