Office Coordinator

Chain IQ Group AG; Wrocław; On-site; PLN 60,000 - 90,000; Full time

Job summary

Chain IQ Group AG is seeking an Office Coordinator to manage a safe, compliant, and customer-focused environment across our global operations. You will act as the primary link between stakeholders, ensuring smooth day-to-day office operations and adherence to security and confidentiality requirements.

You will also provide administrative support across finance, HR administration, and visitor management, contributing to audits and change initiatives while promoting company standards and an

Qualifications

• Experience in office administration within a corporate environment.
• Strong stakeholder management skills with the ability to build relationships at all levels.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities, work independently, and meet deadlines in a fast-paced environment.
• Strong organizational skills with high attention to detail.
• Experience supporting compliance, reporting, documentation, or audit-related activities.
• Fluency in English; additional European languages are considered an advantage.

Responsibilities

• Coordinate office operations and administrative activities to ensure an efficient, safe, and professional working environment.
• Prepare and maintain operational reports, records, and documentation in line with business requirements.
• Manage visitor administration, office access requests, and workplace security procedures.
• Provide administrative support across HR, finance, purchasing, and general office management.
• Monitor and maintain office documentation, supplier records, invoices, and payment-related activities.
• Support audits, compliance reviews, and control activities by preparing and coordinating required documentation.
• Collaborate with internal teams to coordinate workplace services, technology requests, and office-related changes.
• Build and maintain relationships with employees, suppliers, and key stakeholders to ensure effective service delivery.
• Support office projects, workplace initiatives, and organizational change activities.
• Coordinate office supplies, facilities requests, and employee events to enhance the workplace experience.

Skills

Stakeholder management

Communication (verbal/written)

Multitasking

Attention to detail

Proactive/service-oriented

Team collaboration

English fluency

Education

High school diploma

Bachelor's degree in Business Administration/Finance/Economics/Supply Chain Management

Tools

MS Office

Job description

At Chain IQ, your ideas move fast.

Chain IQ is a global AI-driven Procurement Service Partner, headquartered in Baar, Switzerland, with operations across main centers and 16 offices worldwide. We provide tailored, end-to-end procurement solutions that enable transformation, drive scalability, and deliver substantial reductions in our clients' indirect spend. Our culture is built on innovation, entrepreneurship, ownership, and impact. Here, your voice matters - bold thinking is encouraged, and action follows ambition.

As an Office Coordinator you will be responsible for managing, supervising, and ensuring a safe, compliant, and customer-focused service environment. The role serves as the primary coordinator between stakeholders securing smooth day to day office operations and adherence to safety & confidentiality requirements. The individual is responsible for audit and on time evidence exchange showcasing oversight and acts as culture ambassador, promoting company standards, supporting change initiatives, and ensuring compliance to security & policy requirements. As the Office Coordinator you will be also responsible for administrative support especially in the area of finance, HR administration and visitors management.

Your responsibilities

• Coordinate office operations and administrative activities to ensure an efficient, safe, and professional working environment.
• Prepare and maintain operational reports, records, and documentation in line with business requirements.
• Manage visitor administration, office access requests, and workplace security procedures.
• Provide administrative support across areas such as human resources, finance, purchasing, and general office management.
• Monitor and maintain office documentation, supplier records, invoices, and payment-related activities.
• Support audits, compliance reviews, and control activities by preparing and coordinating required documentation.
• Collaborate with internal teams to coordinate workplace services, technology requests, and office-related changes.
• Build and maintain strong relationships with employees, suppliers, and key stakeholders to ensure effective service delivery.
• Support office projects, workplace initiatives, and organizational change activities.
• Coordinate office supplies, facilities requests, and employee events to enhance the workplace experience.

Our requirements

• High school diploma or bachelor's degree in Business Administration, Finance, Economics, Supply Chain Management, or a related field.
• Experience in office administration, workplace coordination, or business support within a corporate environment.
• Strong stakeholder management skills with the ability to build effective working relationships at all levels.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities, work independently, and meet deadlines in a fast-paced environment.
• Strong organizational skills with a high level of attention to detail.
• Experience supporting compliance, reporting, documentation, or audit-related activities.
• Proactive, adaptable, and service-oriented mindset with a collaborative approach to work.
• Fluency in English; additional European languages are considered an advantage.
• Proficiency in Microsoft Office applications and the ability to learn new systems and processes quickly.

Join a truly global team.

We offer a dynamic and international environment where high performance meets real purpose. We're proud to be Great Place to Work-certified and even prouder of the people who make that possible. Let’s shape the future of procurement - together.

Chain IQ – Create. Lead. Make an impact.