Office & Accounting Administrator

TEOXANE Laboratories; Warszawa; On-site; PLN 60,000 - 100,000; Full time

Job summary

Teoxane Laboratories, a Geneva-based company, is seeking an Office & Accounting Administrator to support daily office workflows and financial processes in Warsaw.

The role involves welcoming visitors, managing contracts and invoices, coordinating IT and facilities, booking travel, and assisting payroll and reporting. Fluency in English and Polish, plus 5 years of relevant experience, is preferred for accurate, compliant administration.

Qualifications

• Diploma in Business Administration/Management, Accounting, Finance, or a relevant field.
• Minimum of 5 years of experience in administrative or accounting support.
• Good knowledge of MS Office (Excel) and basic accounting/ERP software; comfortable handling standard office equipment.

Responsibilities

• Manage daily office workflows and provide general administrative support.
• Welcome and take care of office visitors.
• Manage office contracts, costs, and supplies.
• Coordinate external service providers and organize general office maintenance and repairs.
• Liaise with IT on issues, user setup, and system management.
• Manage the meeting rooms and their booking system and maintain compliance with health and safety guidelines.
• Book travel and hotel arrangements and organize internal meetings and customer events.
• Process invoices, payments, and expense reports, and maintain accurate financial records.
• Manage accounts payable and receivable, including invoicing and payment follow-up.
• Assist with payroll processing and basic financial reporting, liaising with the finance team as needed.
• Maintain accounting systems and ensure proper filing and archiving financial documents.
• Support budgeting, forecasting, and compliance with financial regulations.

Skills

Fluent English

Fluent Polish

Strong organizational skills

Time management

Attention to detail

Excellent communication

Proactive

Multitasking

Education

Diploma in Business Administration/Management, Accounting, Finance, or relevant field

Tools

MS Office (Excel)

ERP software

Invoicing systems

Job description

Teoxane Laboratories were established in Geneva, Switzerland, in 2003. They are specialized in the design and manufacturing of hyaluronic acid-based dermal fillers and dermocosmetics. Teoxane strength is to offer a global patient care. Using its products, practitioners are able to fill all kinds of wrinkles, from the finest to the deepest, to restore youthful volume to the face, and to treat the neck and décolleté, with natural results. The strength of Teoxane is also its human size and independence. Teoxane has a total freedom of thoughts, action and innovation which makes the company unique.

In the frame of the growth of our business, we are looking for a:

Office & Accounting Administrator

Key Responsibilities:

• Manage daily office workflows and provide general administrative support.
• Welcome and take care of office visitors.
• Manage office contracts, costs, and supplies.
• Coordinate external service providers and organize general office maintenance and repairs.
• Liaise with IT on issues, user setup, and system management.
• Manage the meeting rooms and their booking system and maintain compliance with health and safety guidelines.
• Book travel and hotel arrangements and organize internal meetings and customer events.
• Process invoices, payments, and expense reports, and maintain accurate financial records.
• Manage accounts payable and receivable, including invoicing and payment follow-up.
• Assist with payroll processing and basic financial reporting, liaising with the finance team as needed.
• Maintain accounting systems and ensure proper filing and archiving financial documents.
• Support budgeting, forecasting, and compliance with financial regulations.

Your profile:

• Diploma in Business Administration/Management, Accounting, Finance, or a relevant field.
• Minimum of 5 years of experience in a similar administrative or accounting support position.
• Good knowledge of MS Office (particularly Excel) and basic accounting/ERP software; comfortable handling standard office equipment.
• Basic understanding of bookkeeping principles, invoicing, and financial documentation.
• Proactive in both thinking and action.
• Strong organizational skills with excellent time management and the ability to multitask effectively.
• Strong interpersonal and communication skills.
• High attention to detail and accuracy, particularly when handling financial and administrative data.
• Fluency in English & Polish (written and spoken).