Office & Administration Specialist

Holisticon Poland; Wrocław; On-site; PLN 48,000 - 68,000; Full time

Benefits offered by this job

Luxmed

Multisport

Life insurance in NN

Personal Training Budget

Passion Day

Flexible working hours

2 additional monitors

Job summary

Holisticon Poland is seeking an Office Administrator to ensure the smooth operation of the Wrocław office and provide comprehensive administrative support across the company.

The role requires strong organization, independence and reliability, with a focus on structuring processes, coordinating multiple tasks and collaborating with team members. Fluency in Polish and English is required, as well as solid MS Office skills.

Qualifications

• At least 2 years in administrative, office, or multitasking role.
• Polish and English proficiency (minimum B2).
• Strong MS Office skills, including Excel.
• Experience with vendors and external service providers.
• Ability to prepare reports, documentation and admin records.
• Interest in facility/office space management.
• Able to adapt to a changing environment and manage workload.

Responsibilities

• Ensure smooth day-to-day operation of the Wrocław office.
• Coordinate office purchases and maintenance of equipment.
• Monitor technical condition of the office and coordinate repairs.
• Maintain administrative documentation and archiving records.
• Manage the company library and related admin tasks.
• Oversee office lease administration and liaise with building management.
• Monitor service quality and manage invoice workflows.

Skills

Office administration

MS Office

Vendor management

Multitasking

Polish/English (B2)

Tools

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!

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;
• 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;
• 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.