Office & Administration Specialist (f/m/nb)

Biocodex Polska; Polska; Hybride; PLN 78 000 - 112 000; Plein temps

Avantages offerts par ce poste

Open and friendly atmosphere

Knowledge development opportunities

Additional medical care

Group life insurance

Edenred/MultiSport card

Résumé du poste

Biocodex Poland is seeking an Office & Administration Specialist in Warsaw to manage day-to-day office operations, coordinate travel, meetings, and vendor relations. You will support leadership with various administrative tasks, while actively contributing to CSR initiatives.

The role requires strong organizational skills, fluency in English (B2) and Polish, and proficiency in MS Office. It offers an open environment with opportunities to grow within a human-sized pharmaceutical company.

Qualifications

• Administrative experience in a fast-paced environment.
• English communication at least B2 level.
• Very good command of Polish.
• Proficient in MS Word, Excel, PowerPoint and Outlook.
• Able to interact with all levels and departments.
• Strong communication, organizational, and prioritization skills.
• Proactive, resourceful and self-sufficient.

Responsabilités

• Coordinate day-to-day office administration and ensure smooth office operations.
• Manage relationships with office vendors and service providers.
• Be the main contact for office services (entry cards, maintenance, cleaners, etc.).
• Order and manage office supplies and coordinate deliveries.
• Verify and process invoices related to office operations.
• Handle incoming calls and general office correspondence.
• Organize business travel arrangements (transportation, accommodations).
• Coordinate company meetings and events; support Leadership Team.
• Handle confidential information and facilitate cross-department communication.
• Support CSR initiatives.

Connaissances

Admin experience

English (B2)

Polish

MS Office

Interdepartmental comms

Communication

Organization

Detail oriented

Proactive

Outils

MS Office

Description du poste

Act with purpose. Innovate with care. At Biocodex, we believe you can be global without being impersonal, demanding without being rigid, and innovative without losing sight of care. As a human-sized pharmaceutical company, we operate with high standards, a strong team mindset, and a clear ambition: to create meaningful, lasting impact. Here, you can own your role, grow your expertise, and be fully yourself. We’re not looking for cookie-cutter profiles. We’re looking for strong expertise, fresh thinking, and people who want to build something that matters.

Why this role matters

We are looking for an Office & Administration Specialist to join our team in Poland. This is an ideal role for someone who is well-organized, enjoys coordinating multiple topics, and likes ensuring the smooth day-to-day running of the office while supporting others in their daily work. The role also offers the opportunity to be actively involved in CSR by supporting and coordinating various initiatives, giving you the chance to make a real contribution to the development of social and environmental activities within the company.

What you’ll do

In this role, you will:

• Coordinate day-to-day office administration and ensure the smooth running of the office
• Manage relationships with office vendors and service providers
• Be the main contact for office related services / maintenance entities (e.g. entry cards, copy machine maintenance, office maintenance, cleaning person, landlord, etc.)
• Order and manage office supplies and coordinate deliveries
• Verify and process invoices related to office operations
• Answer incoming phone calls and manage general office correspondence
• Organize business travel arrangements, including transportation and accommodation
• Coordinate company meetings and eventsSupport departments for various administrative tasks with specific active support for Leadership Team
• Handle confidential and non-routine information and facilitate communication between departments
• Actively contribute and support Corporate Social Responsibility (CSR) initiatives

What you bring

• Administrative experience in a fast-paced environment
• Ability to communicate effectively in English (minimum B2 level)
• Very good command of Polish
• Proven mastery of all MS Office applications: Word, Excel, PowerPoint and Outlook
• Interest and experience in interacting with all levels and departments within a company
• Well-developed communication skills, strong organizational skills, detail-oriented and ability to handle multiple priorities
• Proactiveness, resourcefulness and self-sufficiency

Additional information

Contract type: employment contract

Department: General Management

Location: Warsaw

Remote work: occasionally

This role is open to individuals with disabilities.

What do we offer

• An open and friendly working atmosphere
• Opportunities to gain knowledge and develop skills
• Additional medical care
• Group life insurance
• Edenred card or subsidy for a Multisport card
• An additional day off on your birthday

What you’ll find here

A team that truly has your back You’ll join a workplace where trust, collaboration, and support are part of how we work every day. Work that matters No matter your role, you contribute to a healthcare company driven by ethics, responsibility, and high standards. Room to grow and make an impact Feedback, development opportunities, internal mobility, cross-functional projects, AI… you’ll be in an environment that helps you grow and drive change.

Hiring is a two-way street

We’re looking for someone to join our team — and you’re looking for a role that truly fits. That’s why we’re transparent about who we are, how we work, and what you can expect from us. Ready to bring meaning back to your work? Reconnect with what really matters: people, impact, and the future.

BIOCODEX Poland

Since 1953, Biocodex teams have been passionately committed to a single mission: to deliver innovative health solutions for everyone, at every stage of life. At Biocodex, our values are active and alive. They shape our scientific, industrial, and human choices every day. They bring us together, guide us, and commit us for the long term. Biocodex Corporate website Biocodex LinkedIn Biocodex Youtube