Office & Administration Specialist (f/m/nb)

Biocodex Inc.; Polska; Hybrid; PLN 60,000 - 90,000; Full time

Job summary

Biocodex Poland is seeking an Office & Administration Specialist in Warsaw to coordinate daily office operations, manage vendors, invoices, and travel, while supporting leadership with a range of administrative tasks.

You will be well-organized, proficient in MS Office, and fluent in English and Polish, enabling effective cross-department collaboration. This role also supports CSR initiatives and company events.

Qualifications

• Administrative experience in a fast-paced environment.
• Fluent English (B2) and very good Polish.
• Strong MS Office skills (Word, Excel, PowerPoint, Outlook).
• Excellent communication and organizational abilities.
• Ability to manage multiple priorities with initiative.

Responsibilities

• Coordinate day-to-day office administration.
• Manage office vendors and service providers.
• Serve as main contact for office services and maintenance.
• Order and manage office supplies and invoicing.
• Answer phones and handle general correspondence.
• Organize business travel and coordinate meetings.
• Support Leadership Team with administrative tasks.
• Contribute to CSR initiatives.

Skills

English (B2)

Polish language

Organizational skills

Communication skills

Proactivity

Multi-tasking

Tools

MS Office

Job description

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 events
• Support 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