Office Admin Specialist - Global Projects & Perks

Software Mind; Kraków; On-site; PLN 42,000 - 65,000; Full time

Benefits offered by this job

Language classes

Private healthcare and insurance

Multisport card

Internal & external training

International projects with leading全球ク

Job summary

Software Mind in Kraków is seeking an Administration Specialist to join our office and support the smooth day-to-day operations of the workplace. This role is ideal for someone who is well-organized, communicative, and proactive - a person who enjoys working with people and creating a positive experience for both employees and visitors.

You will handle guest services, mail, phone and email, filing, reporting, purchasing, vendor coordination, events, and internal communications, contributing to a

Qualifications

• At least 1 year in office administration or customer service.
• Proficiency in MS Office (Word, Excel, Outlook).
• English proficiency at minimum B2 level.
• Ability to use office equipment (printers, scanners).
• Excellent ability to organize own work and keep documents in order.
• Strong interpersonal skills and relationship-building abilities.
• Ability to work under time pressure and resolve urgent problems.
• Independence, assertiveness and attention to detail.

Responsibilities

• Guest Services: Greeting customers and maintaining the company’s image.
• Correspondence: Receiving, registering, and sending mail and courier packages.
• Phone and Email: Answering calls and managing the office inbox.
• Filing: Organizing contracts, HR documentation, and current correspondence.
• Reporting: Preparing expense reports and administrative summaries.
• Purchasing: Ordering food items, office supplies, and cleaning supplies.
• Vendors: Liaising with couriers, cleaning company, and office equipment service provider.
• Events: Assisting with organization of business meetings, conferences, and team-building events.
• Communication: Conveying important administrative messages to the team.

Skills

MS Office

English (B2)

Organization

Communication

Stress tolerance

Independence

Attention to detail

Tools

SharePoint

Saldeo

Job description

Software Mind in Kraków is seeking an Administration Specialist to join our office and support the smooth day-to-day operations of the workplace. This role is ideal for someone who is well-organized, communicative, and proactive - a person who enjoys working with people and creating a positive experience for both employees and visitors.

You will handle guest services, mail, phone and email, filing, reporting, purchasing, vendor coordination, events, and internal communications, contributing to a