Knowledge & Learning Admin Coordinator

Spektrum Labs, Inc.; Bydgoszcz; On-site; PLN 60,000 - 80,000; Full time

Job summary

Spektrum Labs, Inc. is seeking an administrative support specialist to join the team working with NATO NCIA-related programs in Bydgoszcz, Poland.

The role focuses on knowledge management, learning coordination, and office administration to support day-to-day operations. Key responsibilities include maintaining knowledge databases, organizing training records, coordinating meetings, and ensuring compliant information handling.

Qualifications

• Higher vocational training in a relevant discipline with 1 year of related experience.
• Experience in office environments with management systems and procedures.
• 3+ years of experience with Microsoft Office (Word, Excel, PowerPoint and database apps).
• SharePoint design, administration and/or management training.
• Excellent written and verbal communication skills.
• Valid NATO Secret security clearance.

Responsibilities

• Maintain knowledge management database and contribute to policies and guidelines.
• Maintain information handling procedures and classify content with expert advice.
• Act as learning coordinator: book and organize learning activities and training records.
• Assist team and manager with information needed to support processes and plan meetings.
• Provide guidance on software, procedures, tools for administration and productivity.
• Coordinate across functions and maintain office policies and procedures.
• Manage email per regulations and explain address books and distribution lists.
• Manage in-processing and out-processing for personnel.
• Support administrative process flow with TT+ and other functions.
• Prepare and distribute standard status and activity reports.
• Process and document equipment and staff requisitions.

Skills

Office administration

Time management

Written communication

Verbal communication

Multitasking

Problem solving

Education

Higher vocational training

Secondary education

Tools

SharePoint admin

TT+ Task Tracker

Microsoft Office

Job description

Spektrum Labs, Inc. is seeking an administrative support specialist to join the team working with NATO NCIA-related programs in Bydgoszcz, Poland.

The role focuses on knowledge management, learning coordination, and office administration to support day-to-day operations. Key responsibilities include maintaining knowledge databases, organizing training records, coordinating meetings, and ensuring compliant information handling.