Office and Operations Coordinator

Sentinel Eagle; Warszawa; On-site; PLN 60,000 - 100,000; Full time

Job summary

Sentinel Eagle in Warsaw is seeking an Office & Operations Coordinator to own day-to-day administrative and operational matters that keep the business running smoothly. You will coordinate office operations, purchases, travel, onboarding logistics, and liaise with external vendors.

This role suits someone who enjoys bringing structure to a fast-moving environment, pays attention to detail, and takes ownership of outcomes.

Qualifications

• Experience in an administrative or office operations role.
• Strong organizational and prioritization skills.
• High attention to detail with documents, invoices and bookings.
• Confident English communication and Google Workspace proficiency.
• Proactive with ability to work independently or escalate when needed.

Responsibilities

• Keep the office running and coordinate onboarding logistics.
• Handle purchases, orders, invoices, and documentation end-to-end.
• Organize domestic and international travel: transport, accommodation, bookings.
• Coordinate international purchases and customs documentation.
• Own operational topics from start to finish, track deadlines and identify improvements.

Skills

Organizational skills

Independent worker

Attention to detail

Fluent English

Proactive mindset

Tools

Google Workspace

Slack

Vendor platforms

Spreadsheets

Documentation tools

Job description

At Sentinel Eagle, we are looking for an Office & Operations Coordinator who will take ownership of the day-to-day administrative and operational matters that keep our company running smoothly.

You will be responsible for coordinating office operations, purchases, business travel, documentation, onboarding logistics, and cooperation with external vendors. We are looking for someone who does not need to be guided step by step.

This role is a great fit for someone who enjoys bringing structure to a fast-moving environment, pays attention to details, and takes genuine ownership of the outcome.

Technology Stack

You do not need a technical background, but you should be comfortable working with digital tools and learning new ones quickly.

• Google Workspace, especially Google Drive, Docs, Sheets, Gmail and Calendar

• Slack and other tools for day-to-day and asynchronous communication

• Online booking, purchasing and vendor platforms

• Spreadsheets and shared documents for tracking operational topics, expenses and travel

• External systems used by suppliers, couriers, hotels, airlines and other service providers

What you will work on and what problems you may solve

• Keep the office running smoothly and coordinate onboarding logistics, including equipment, workplace setup, access, supplies and external services.

• Handle company purchases and administrative matters end-to-end, including supplier research, offers, orders, invoices, agreements and documentation.

• Organize domestic and international business travel, including transport, accommodation, car rentals, insurance and documentation required for settlements.

• Support international purchases and customs clearance by coordinating suppliers, courier companies and customs agencies and ensuring required documentation is complete.

• Own assigned operational topics from start to finish: track deadlines, identify risks early, communicate status clearly and look for practical ways to improve recurring processes.

What we are looking for

• Experience in an administrative, office management, operations, coordination or similar role.

• Strong organization and prioritization skills, with the ability to manage multiple topics independently and follow them through to completion.

• High attention to detail when working with documents, invoices, orders, bookings, dates, amounts and other operational information.

• Confident communication in English and comfort working with Google Workspace and digital collaboration tools.

• A proactive, ownership-driven approach: you anticipate problems, communicate openly, adapt to changing priorities and know when to act independently or escalating.

Nice to have

• Experience with international purchases, imports or customs clearance.

• Experience working with courier companies, customs agencies or international suppliers.

• Knowledge of business travel settlements, including expenses, allowances and mileage.

• Experience working in a technology company, startup or fast-growing organization.

• Experience improving, documenting or streamlining administrative and operational processes.