Office Coordinator

DIGMATIX Poland; Warszawa; On-site; PLN 78,000 - 89,000; Full time

Benefits offered by this job

Private medical care

Sports card

Life insurance

Job summary

DIGMATIX Poland in Warsaw is seeking an organized, proactive administrator to be the heart of our office. You will provide day-to-day support to the management team, help coordinate priorities, and foster a positive workplace culture.

Responsibilities include coordinating events and internal initiatives, liaising with vendors, managing the Puławska 17 office, handling front desk duties, maintaining documentation, and supporting HR & Marketing with internal communications and onboarding.

Qualifications

• 2+ years of administrative/office support experience.
• Excellent organizational and multitasking abilities.
• Proactive, hands-on mindset with problem-solving.
• Strong Polish and English writing skills.
• MS Office proficiency (Outlook, PowerPoint, Excel, Word).
• Fluent English (minimum B2).
• Experience with SharePoint, MS Teams and listed tools is a plus.

Responsibilities

• Provide administrative support to the management team.
• Coordinate events and internal initiatives, including logistics.
• Collaborate with vendors, including contract negotiations.
• Manage the Warsaw office and supplies; on-site 4 days/week at Puławska 17.
• Handle front desk duties, correspondence management, and access card administration.
• Maintain company documentation: filing, archiving, storage.
• Partner with HR and Marketing on internal comms and employer branding.
• Administer internal tools (SharePoint, MS Teams, Worktrips, Worksmile, e-Doręczenia) and onboarding.

Skills

Organizational skills

Communication

Problem solving

Polish & English writing

MS Office proficiency

Independent work

Bilingual Polish/English

Tools

SharePoint

MS Teams

Worktrips

Worksmile

e-Doręczenia

Job description

We are looking for an organized, proactive, and communicative professional who will be the heart of our Warsaw office while providing day-to-day administrative and organizational support to the management team. If you thrive in a dynamic environment, can effectively manage multiple priorities, have a keen eye for detail, and value a positive workplace culture, this role could be the perfect fit for you.

Key Responsibilities:

• Provide comprehensive administrative and organizational support to the management team
• Coordinate company events and internal initiatives, including logistics and communication with participants
• Collaborate with external vendors and suppliers, including contract negotiations
• Manage the office environment and office supplies in our Warsaw office, with a minimum on-site presence of four days per week at our office located at Puławska 17
• Handle front desk and reception-related duties, including correspondence management, courier services, and access card administration
• Maintain company documentation, ensuring proper preparation, filing, archiving, and storage
• Partner with the HR and Marketing teams on internal communications and employer branding initiatives
• Administer internal tools and systems, including Worktrips, Worksmile, SharePoint, MS Teams, and e-Doręczenia, as well as support the onboarding process for new employees

What We're Looking For:

• At least 2 years of experience in a similar administrative, office management, or executive support role
• Excellent organizational skills, with the ability to coordinate multiple projects simultaneously and work independently
• A proactive, hands‑on approach and strong problem‑solving mindset
• Strong communication skills and confidence in creating written content in both Polish and English
• Proficiency in Microsoft Office applications, particularly Outlook, PowerPoint, Excel, and Word
• Very good command of English (minimum B2 level) is essential
• Experience with tools such as SharePoint, MS Teams, Worktrips, Worksmile, and e-Doręczenia will be considered an asset

What We Offer:

• Employment contract with a gross monthly salary of PLN 7,000 - 8,000
• Access to a flexible benefits platform, including private medical care, a sports card, and life insurance
• Professional development opportunities, including training programs, certifications, and support for English language learning
• A place where your ideas matter. We value initiative and are always open to implementing new solutions and improvements
• This role is a part of HR & Administration team, your supervisor will be our HRBP