Office & Administration Specialist (f/m/nb)

Biocodex Inc.; Warszawa; On-site; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Open atmosphere

Medical care

Life insurance

Multisport card

Birthday day off

Job summary

Biocodex Poland is seeking an Office & Administration Specialist to join our Warsaw team. You will coordinate day-to-day office operations, manage vendors and invoices, arrange travel, and support leadership while ensuring smooth daily activities.

We value organized, proactive professionals with English at least B2 level, fluent Polish, strong MS Office skills, and cross-department collaboration. Occasional remote work is available in a CSR-conscious environment.

Qualifications

• Administrative experience in a fast-paced environment.
• Ability to communicate effectively in English (minimum B2 level).
• Very good command of Polish.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multi-tasking abilities.

Responsibilities

• Coordinate day-to-day office administration and ensure smooth office operations.
• Manage relationships with vendors and service providers.
• Be main contact for office-related services (e.g., entry cards, maintenance, cleaning, landlord).
• Order and manage office supplies and coordinate deliveries.
• Verify and process invoices related to office operations.
• Answer calls and manage general office correspondence.
• Organize business travel arrangements (transportation and accommodation).
• Coordinate meetings and events and support leadership with administrative tasks.
• Handle confidential information and facilitate inter-department communication.
• Support CSR initiatives within the company.

Skills

Communication

MS Office

Organizational skills

Proactive mindset

English B2

Polish fluent

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: occasionallyThis 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 PologneTake up the challenge and send your application!