Office Coordinator

Niezastapiona; Kraków; On-site; PLN 60,000 - 100,000; Full time

Job summary

HAVI Global Business Services Kraków is seeking an experienced Office Administrator to join our team. You will support daily office operations, manage calendars, coordinate meetings, and liaise with vendors to ensure smooth workflows.

This role requires strong organizational skills, attention to detail, and excellent English communication. You will handle onboarding/offboarding, maintain data confidentiality, and support leadership with logistics and events.

Qualifications

• Proven experience in Office Administration.
• Strong organizational and communication skills.
• Professional proficiency in English, both written and spoken.

Responsibilities

• Serve as the first point of contact for employees, guests, and visitors, providing professional support and ensuring a positive office experience.
• Coordinate daily office operations to maintain an efficient, organized, and productive working environment.
• Manage office supplies, equipment, and vendor relationships, ensuring timely procurement, invoicing, and payment processing.
• Oversee office facilities, including workspace organization, layouts, and maintenance activities.
• Develop, implement, and maintain office procedures, policies, and administrative standards.
• Coordinate incoming and outgoing correspondence and maintain accurate office documentation and records.
• Organize meetings, appointments, business travel arrangements, and conference room bookings.
• Provide administrative support to leadership by managing calendars, schedules, and business-related logistics.
• Support the planning and execution of company events, employee initiatives, and CSR activities.
• Maintain up-to-date organizational charts and ensure proper document archiving and data confidentiality.
• Support onboarding and offboarding processes, ensuring a seamless employee experience.

Skills

Office Administration

Executive/Administrative Support

English proficiency

Calendar management

Vendor management

Tools

Microsoft Office

Job description

Full/Part-time: Full time

Job Category: Administration

City: Krakow

HAVI is a global, privately owned company focused on innovating, optimizing and managing the supply chains of leading brands. Offering services in marketing analytics, packaging, supply chain management and logistics, HAVI partners with companies to address challenges big and small across the supply chain, from commodity to customer. Founded in 1974, HAVI employs more than 10,000 people and serves customers in more than 100 countries. HAVI’s supply chain services are complemented by the customer engagement services offered by our affiliated company The Marketing Store. For more information, please visit HAVI.com.

Our Global Business Services (GBS) center was launched in 2019. We handle top-notch financial, planning, and supply chain services, actively supporting core business activities including master data management, end-to-end procurement, and supply chain business intelligence analysis for clients in over 30 countries across Europe and beyond. Our teams in Kraków and Katowice focus on efficiency, innovation, and digital transformation, always aiming to exceed our clients’ expectations.

Join us in our mission to promote sustainable development and reduce our environmental footprint. Work in a diverse and inclusive environment where every voice matters. Discover endless career opportunities with exciting projects, hands‑on learning, and professional growth.

Come aboard and help us shape the future of supply chain management!

Responsibilities

• Serve as the first point of contact for employees, guests, and visitors, providing professional support and ensuring a positive office experience.
• Coordinate daily office operations to maintain an efficient, organized, and productive working environment.
• Manage office supplies, equipment, and vendor relationships, ensuring timely procurement, invoicing, and payment processing.
• Oversee office facilities, including workspace organization, layouts, and maintenance activities.
• Develop, implement, and maintain office procedures, policies, and administrative standards.
• Coordinate incoming and outgoing correspondence and maintain accurate office documentation and records.
• Organize meetings, appointments, business travel arrangements, and conference room bookings.
• Provide administrative support to leadership by managing calendars, schedules, and business-related logistics.
• Support the planning and execution of company events, employee initiatives, and CSR activities.
• Maintain up-to-date organizational charts and ensure proper document archiving and data confidentiality.
• Support onboarding and offboarding processes, ensuring a seamless employee experience.
• Act as a key contact for office-related employee inquiries and provide on-site administrative support.
• Ensure compliance with company policies, health & safety requirements, and data protection standards.
• Collaborate with internal and external stakeholders, including vendors, landlords, service providers, and business partners.

Experience

• Proven experience in Office Administration, Office Management, Executive/Administrative Assistance, or a similar role.
• Strong understanding of office management procedures, administrative processes, and workplace operations.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Strong attention to detail and a proactive approach to problem‑solving.
• Excellent interpersonal and communication skills, with the ability to build positive relationships across all levels of the organization.
• Professional proficiency in English, both written and spoken.
• Advanced knowledge of Microsoft Office applications, particularly Excel and PowerPoint.
• Experience coordinating vendors, facilities, office supplies, and workplace services.
• Ability to handle confidential information with discretion and maintain high standards of data protection.
• Strong planning, coordination, and time‑management skills.Self‑motivated, reliable, and service‑oriented mindset with a commitment to delivering high-quality support.
• Experience supporting employee onboarding, offboarding, workplace events, or CSR initiatives would be considered an advantage.

At HAVI GBS, we believe in an inclusive and sustainable workplace where our diverse backgrounds, experiences, characteristics and traits make us better. As an Equal Opportunity Employer we are committed to promoting diversity within the organization, as well as an inclusive environment where everyone can feel valued and respected, regardless of their background.