Office & Administration Specialist

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

Benefits offered by this job

Luxmed

Multisport

Life insurance

Personal Training Budget

Passion Day

Flexible working hours

2 additional monitors

Job summary

Holisticon, a division within NEXER GROUP, is seeking an organized Office Administrator for our Wrocław office. You will ensure smooth day-to-day operations, manage equipment and supplies, and coordinate with vendors and building management.

You will maintain records, support HR and events, and help with office space management and invoices, while using MS Office daily. A 2+ year background in administration is required, with Polish and English at least at B2 level.

Qualifications

• Has at least 2 years of experience in administrative, office or multitasking roles.
• Fluent in Polish and English (minimum B2).
• Proficient in MS Office, including Excel.
• Experience working with vendors and external service providers.
• Capable of preparing reports, documentation and administrative records.
• Interest in facility and office space management and organizing events.

Responsibilities

• Ensure smooth day-to-day operation of the Wrocław office.
• Manage office equipment and coordinate purchases of supplies.
• Monitor technical condition and coordinate repairs and maintenance.
• Maintain administrative documentation and archiving records.
• Manage the company library and related assets.
• Coordinate office lease administration with vendors and building management.
• Monitor service quality and oversee invoice workflows and settlements.
• Support renovations, workspace changes and relocation projects.

Skills

Polish language

English language

Vendor management

Reports & documentation

Organizational skills

Multitasking

Tools

MS Office Suite

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 are looking for a person who will ensure the smooth operation of our Wrocław office and provide administrative support across the organization. This role is ideal for someone who is well-organized, independent, and reliable, enjoys bringing structure to processes, coordinating multiple tasks, and working closely with people.

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.