Office Assistant

Vecten; Warszawa; Hybrid; PLN 56,000 - 67,000; Full time

Benefits offered by this job

Private healthcare

Multisport card

Remote work 1 day per week

Job summary

Vecten is seeking an Office Assistant to join our Warsaw team and support the Office Manager. You will help different teams with day-to-day tasks, manage equipment, onboarding, and onboarding processes, and coordinate office operations.

This role is ideal for someone starting their career who values ownership, strong organization, and proactive communication in a dynamic tech environment. A hybrid option (1 day remote) and a central Warsaw office are provided.

Qualifications

• Good organizational skills and the ability to juggle several tasks and set priorities.
• A “getting things done” attitude and a strong sense of ownership.
• Strong communication skills and an easy-going approach to working with people.
• Initiative and eagerness to learn new things.
• Good knowledge of Google Workspace (Docs, Sheets, Calendar).
• Familiarity with Notion and AI tools and using them in everyday work is a plus.

Responsibilities

• Supporting the Office Manager and helping different teams across the company with day-to-day tasks.
• Managing company equipment: inventory, handovers, repairs, and disposal of old devices.
• Handling onboarding: equipment prep, handover documents, welcome packs.
• Assisting offboarding: collecting equipment, wiping devices, updating inventory.
• Ordering office supplies and groceries to keep the office running smoothly.
• Handling daily office admin: mail, meeting rooms, archiving documents.
• Booking flights and hotels for business trips.
• Organizing company events and coordinating with vendors.
• Coordinating gifts for clients and team members.
• Ordering company merch and supporting team benefits.

Skills

Organizational skills

Ownership mindset

Communication skills

Initiative & learning

Polish fluency

English B1+

Tools

Google Workspace

Notion

AI tools

Job description

Vecten is a technology company that helps businesses make better use of their data and AI. For over 15 years, our team of engineers and consultants has been building software for clients around the world. Behind that team is an office that keeps everything running smoothly – and that’s where you come in.

We’re looking for a friendly, well-organized and proactive person to join us as an Office Assistant in our Warsaw office. This is a great opportunity if you’re at the beginning of your career: you don’t need years of experience, just the willingness to learn, a good eye for detail and the energy to keep many things moving at once. You’ll work closely with our Office Manager, supporting them in day-to-day tasks, and you’ll also help different teams across the company, from HR and sales to management and our consultants.

What you’ll be doing:

• Supporting the Office Manager and helping different teams across the company with day-to-day tasks.
• Managing company equipment: keeping the inventory up to date, handing over and collecting hardware, arranging repairs, and handling the sale or disposal of old devices.
• Taking care of onboarding: preparing equipment, completing handover documents and putting together welcome packs for new team members.
• Supporting offboarding: collecting equipment, making sure devices are wiped and updating the inventory.
• Ordering office supplies, groceries and everything else the office needs to run smoothly.
• Handling everyday office admin: sending mail, booking meeting rooms and archiving documents.
• Booking flights and hotels for business trips.
• Organizing company events – from planning to finding vendors and coordinating on the day.
• Coordinating gifts for clients and team members.
• Ordering company merch.
• Helping manage team benefits.
• Taking on other tasks as needs come up – no two days are the same!

What we’re looking for:

• Good organizational skills and the ability to juggle several tasks and set priorities.
• A “getting things done” attitude and a strong sense of ownership – when something is in your hands, you see it through to the end.
• Strong communication skills and an easy-going approach to working with people.
• Initiative and eagerness to learn new things.
• Good knowledge of Google Workspace (Docs, Sheets, Calendar).
• Familiarity with Notion and AI tools (e.g. ChatGPT, Claude) and using them in everyday work is a plus.
• Previous experience in an office or administrative role is a plus, but not a must.
• English at a communicative level (B1 or higher).
• Fluent Polish.

What we offer:

• PLN 5,000–6,000 gross/month (mandate contract – umowa zlecenie).
• Private healthcare (Medicover Premium) and a Multisport card.
• Mentoring and support from our Office Manager as you learn the ropes.
• A team culture built on collaboration, knowledge sharing and professional growth.
• Regular feedback and evaluation meetings to help you develop.
• Possibility to work remotely (1 day a week).
• A comfortable office in central Warsaw, equipped with everything you need to conquer the universe (MacBook, external monitor, ergonomic chair).
• A fully stocked kitchen with fruit and hot and cold drinks.

The controller of the data contained in your application is Sunscrapers Sp. z o.o., operating under the Vecten brand, ul. Tadeusza Czackiego 15/17, 00-043 Warsaw, Poland, NIP 1182116268. We process your data in order to assess your application for the role you are applying for. You have the right to access, rectify, erase and restrict the processing of your data, and the right to lodge a complaint with the President of the Polish Data Protection Authority. For data protection matters write to [e-mail]. Full information, including the legal bases, recipients and retention periods, is set out in our Privacy Policy

In accordance with the requirement set out in Article 24(6) of the Polish Act of 14 June 2024 on the Protection of Whistleblowers (Journal of Laws of 2024, item 928, as amended), we hereby inform you that SUNSCRAPERS Spółka z ograniczoną odpowiedzialnością, with its registered office in Warsaw at ul. Tadeusza Czackiego 15/17, 00-043 Warsaw, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court for the Capital City of Warsaw in Warsaw, 12th Commercial Division of the National Court Register, under KRS number 0000591597, NIP (Tax ID) 1182116268, REGON 36322622000000, has an internal reporting procedure in place. If you would like to read it, please write to us at: [e-mail].