Office & Administration Specialist

Sigma IT Poland; Wrocław; On-site; PLN 78,000 - 112,000; Full time

Benefits offered by this job

Luxmed

Multisport

Life insurance

Referral program

Training budget

Passion Day

Flexible hours

Two monitors

Job summary

Holisticon Connect in Wrocław seeks an organized Office Administrator to ensure smooth daily operations, coordinate vendors, and support HR and facility tasks.

The role requires at least 2 years in a similar multitasking environment, fluency in Polish and English, and strong MS Office skills including Excel. You will manage purchases, reports, and event support in a dynamic setting.

Qualifications

• Minimum 2 years in administrative, office, or similar multitasking role.
• Polish and English proficiency at level B2 or higher.
• Proficient in MS Office, including Excel.
• Experience working with vendors and external service providers.
• Experience supporting purchasing processes.
• Ability to prepare reports, documentation and administrative records.
• Interest in facility and office space management.
• Adaptable to a changing environment and evolving business needs.
• Self-organized and able to manage workload effectively.
• Strong communication, attention to detail and ownership of tasks.

Responsibilities

• Office Administration and Operations: ensure smooth day-to-day operation of the Wrocław office; manage equipment; coordinate repairs and maintenance; archive records; manage company library.
• Cooperation with Vendors and Building Management: handle lease administration; liaise with building management and external providers; oversee service quality; manage invoice workflows and settlements; support renovations and relocations.
• Safety and Compliance: coordinate inspections; support fire drills and safety activities; manage BDO-related reports and regulatory changes.
• Employee, HR And Other Departments Support: provide admin support for benefits; assist in company communications and events; manage training budget purchases.

Skills

Polish language

English language

MS Office

Excel

Vendor management

Purchasing

Reports

Multitasking

Organizational skills

Tools

BDO system

Job description

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!

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!

About The Role

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.

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 of Polish and English (minimum B2 level);
• Has a good knowledge of MS Office, including Excel;
• Has experience working with vendors and external service providers;
• Has experience supporting purchasing processes;
• 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

• 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;
• Attractive referral system (9,5k for senior, 6k for mid, 2,5k for junior);
• 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.