Office & Administration Specialist

Niezastapiona; Warszawa; On-site; PLN 45,000 - 65,000; Full time

Job summary

Niezastapiona is seeking an Office & Administration Specialist to be at the centre of our operations, creating a smooth, well-organised, and welcoming environment.

You will support daily activities, coordinate workflows, and ensure colleagues, guests, and partners experience seamless communication and service.

This role covers a range of tasks from reception to contract workflow, requiring a proactive, adaptable mindset.

Qualifications

• 3–5 years of experience in a similar administrative role.
• Fluency in Polish and strong, professional English communication skills.
• Excellent organisational skills, with confidence in prioritising tasks independently.
• Clear, articulate communication style and strong interpersonal abilities.
• Adaptability and flexibility, with a proactive approach to varied daily tasks.

Responsibilities

• Reception and guest support, first point of contact for visitors and partners.
• Office operations, managing supplies and day-to-day needs.
• Vendor coordination with service providers and building management.
• Correspondence management, mail and courier shipments.
• Contract workflow from system entry to board signatures.
• Reports and presentations, tailored materials for business needs.
• Meeting coordination for logistics, catering, and visitor support.

Skills

Polish language

English communication

Organizational skills

Interpersonal skills

Task prioritisation

Job description

We’re looking for an Office & Administration Specialist who enjoys being at the centre of office operations and takes pride in creating a smooth, well‑organised, and welcoming environment. In this role, you’ll support daily business activities, coordinate key workflows, and ensure that colleagues, guests, and partners experience seamless communication and service.

What You’ll Be Doing

• Reception and guest support — Acting as the first point of contact for visitors, partners, and colleagues, ensuring a professional and supportive experience.
• Office operations — Managing supplies, groceries, and day‑to‑day office needs to keep everything running efficiently.
• Vendor coordination — Working with service providers and building management to maintain a high‑quality office environment.
• Correspondence management — Handling incoming and outgoing mail and courier shipments.
• Contract workflow — Coordinating the full contract process, from system entry to securing board signatures.
• Reports and presentations — Preparing clear, tailored materials that support business needs.
• Meeting coordination — Organising logistics, catering, and visitor support for business meetings.

What You Bring

• 3–5 years of experience in a similar administrative role.
• Fluency in Polish and strong, professional English communication skills.
• Excellent organisational skills, with confidence in prioritising tasks independently.
• Clear, articulate communication style and strong interpersonal abilities.
• Adaptability and flexibility, with a proactive approach to varied daily tasks.