Office & Administration Specialist

Holisticon; Wrocław; Hybrid; PLN 73,000 - 89,000; Full time

Benefits offered by this job

Luxmed

Multisport

Life insurance (Nationale Nederlanden)

Personal Training Budget

Passion Day – extra day off

Flexible working hours

2 extra monitors and accessories

Job summary

Holisticon Connect in Wrocław is seeking an experienced Office Administrator to ensure smooth daily operations and maintain office facilities. You will handle equipment, supplies, documentation, and vendor coordination, while supporting safety, HR administration, and office events.

The role requires 2 years in an administrative setting, fluent Polish and English (B2), and strong MS Office skills. A proactive, organized professional will thrive in a changing environment.

Qualifications

• 2 years of experience in administrative or office roles.
• Fluent Polish and English (minimum B2).
• Proficient in MS Office, including Excel.
• Experience with vendors and external service providers.
• Ability to prepare reports and administrative records.
• Interest or experience in facility and office space management.
• Adaptable, self-organized and detail-oriented, with ownership of tasks.

Responsibilities

• Ensure smooth day-to-day operation of the Wrocław office.
• Manage office equipment and coordinate purchases of supplies.
• Monitor office condition and coordinate repairs and maintenance.
• Maintain administrative documentation and archiving.
• Support vendor relations and building management, including invoices.
• Coordinate safety inspections and regulatory activities.
• Provide administrative support for employee benefits and events.

Skills

Polish (B2)

English (B2)

Time management

Teamwork

Tools

MS Office (Excel)

Job description

Holisticon Connect is a division within NEXER GROUP - a custom software development company. We started in Poland in 2017 and are now a team of over 140 people. We have the opportunity to work with world-renowned brands from Scandinavia, the UK, and Western Europe. Our goal is to grow stronger, in competence rather than in numbers. If you like what we do, check out our offer, maybe we will have the pleasure of meeting you!

We offer an employment contract:

• UoP: 6500 - 8 000 PLN gross/month

Responsibilities:

Office Administration and Operations

• Ensuring the smooth day-to-day operation of the Wrocław office.
• Managing office equipment and coordinating purchases of office and kitchen supplies.
• Monitoring the technical condition of the office and coordinating repairs and maintenance.
• Maintaining administrative documentation and archiving records.
• Managing the company library.

Cooperation with Vendors and Building Management

• Handling the day-to-day administration of the office lease agreement.
• Cooperating with building management and external service providers.
• Monitoring the quality of delivered services.
• Overseeing invoice workflows and administrative settlements.
• Supporting office renovations, workspace changes, and relocation projects.

Safety and Compliance

• Coordinating technical inspections and installation testing.
• Supporting the organization of fire drills and fire safety activities.
• Managing responsibilities related to the BDO system, including preparing reports and monitoring regulatory changes.

Employee, HR and Other Departments Support

• Providing administrative support for employee benefits.
• Supporting organizational communication and employee information activities.
• Assisting in the organization of company events, team-building activities, and employee initiatives.
• Managing purchases within the employee training budget.

We Are Looking for Someone Who:

• Has at least 2 years of experience in an administrative, office, or similar multitasking role;
• Has a good command ofPolish and English (minimum B2 level);
• Has a good knowledge of MS Office, including Excel;
• Has experience working with vendors and external service providers;
• Is able to prepare reports, documentation, and administrative records;
• Has experience in, or an interest in, facility and office space management;
• Thrives in a changing environment and responds flexibly to evolving business needs;
• Is self-organized and able to manage their workload effectively;
• Works well with people and enjoys supporting others in their daily work;
• Is communicative, detail-oriented, and takes ownership of tasks through to completion.

Nice to Have

• Experience with invoice processing and invoice workflows.
• Knowledge of the BDO system.
• Experience organizing company events.

By joining us, you gain the following:

• Becoming part of a team that believes that the next step to a promising future is to put your heart into it and make it happen;
• Respect for your private life so you don't have to work overtime or on weekends;
• Team Events budget to socialize outside of work;
• Company Events to celebrate smaller and bigger successes (Summer Party, Programmer's Day, and trips abroad - so far we've been in South Africa, Are, and Barcelona).

Perks and benefits:

• Benefits such as Luxmed, Multisport, and life insurance in Nationale Nederlanden;
• Personal Training Budget with additional paid hours;
• Passion Day - an extra day off for your hobby to spend as you please;
• Flexible working hours with no micro-management approach. Our core hours are 9-15, the rest of the working time is up to you;
• We provide high-quality work equipment + 2 additional monitors and accessories.