Office Coordinator (m/f/d)

Flix; Warszawa; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Work from Anywhere

Hybrid work model

Wellbeing support

Language courses

Mentoring program

Job summary

Flix is seeking an Office Coordinator in Warsaw to ensure smooth day-to-day operations and deliver an outstanding employee experience across Eastern Europe. You will own the administrative heartbeat of our offices, from reception to vendor management, with a focus on efficiency and collaboration.

You thrive on ownership, coordinate budgets and events, and connect with teams to build a seamless workplace. This on-site role at Fabryczna 5, Warsaw offers hybrid/work-from-anywhere options in some

Qualifications

• Excellent organizational abilities and multitasking across priorities.
• Proactive mindset to anticipate issues.
• Strong interpersonal and professional communication.
• Fluency in Polish and strong English speaking/writing.
• Willingness to work on-site at Fabryczna 5, Warsaw.

Responsibilities

• Ensure smooth day-to-day operation of the office, including reception.
• Manage administration processes such as document flows or contracts.
• Oversee administrative budget, spending, and procurement.
• Manage relationships with suppliers, vendors, and building administration.
• Organize office events and support employee experience initiatives.
• Coordinate office supplies, inventory, equipment, maintenance, and repairs.
• Standardize processes across offices and drive improvements.

Skills

Strong organizational skills

Proactive mindset

Excellent communication

Interpersonal skills

On-site availability

Polish language

English language

Job description

At Flix, we offer a dynamic work environment with competitive pay, strong growth opportunities, and a tech-driven approach to making travel more accessible, sustainable, and affordable.

We are looking for an Office Coordinator - someone who doesn't just keep an office running, but who makes our workplaces operate seamlessly and creates an outstanding employee experience, wherever our people are based.

This role is ideal for someone who thrives on ownership and instinctively spots opportunities to improve how things work.

Based in Warsaw, our largest office and administrative hub, you will sit at the heart of our workplace operations. Your scope, however, extends well beyond a single location: you will also support our regional offices across Eastern Europe.

About the Role

• Ensuring smooth day-to-day operation of the office, including reception
• Managing administration processes such as document flows or contracts management
• Overseeing administrative budget, spending, and procurement activities
• Managing relationships with suppliers, vendors, and building administration
• Organizing office events and supporting employee experience initiatives
• Coordinating office supplies, inventory, equipment, maintenance, and ad-hoc repairs
• Standardizing processes across offices and driving operational improvements and best practices

About You

• Strong organizational skills and ability to independently manage multiple priorities
• A proactive mindset: you anticipate issues rather than react to them
• A positive, can-do attitude and strong interpersonal skills
• High level of professionalism and communication skills
• Fluency in Polish and very good command of English - spoken and written
• Availability to work on-site most days of the week (Fabryczna 5, Warsaw)

We recognize that everyone carries a unique set of valuable skills and experiences. If you think you could have an impact even though you don't meet 100% of the requirements, we still encourage you to apply. We want to hear from you!

What We Offer

• Work from (M)Anywhere: Depending on your role, work from another location for up to 60 days per year.
• Hybrid work model: We are an office-first company, but we offer flexibility to balance work and life.
• Wellbeing support: Access confidential 1:1 counselling, courses, and stress management for yourself and up to four family members.
• Learning & Development: Take advantage of language classes, training courses, and expert-led sessions to grow your skills.
• Mentoring Program: Connect with experienced colleagues to gain insights and accelerate your career.

At Flix, you’ll find teams that rally together to overcome challenges and spark creativity. We believe in ownership culture - giving you the freedom to take initiative, make an impact, and shape your own career path.
As we continue to expand across the globe, you can make a real difference in how we work.

If you’re ready to grow and lead your journey, Flix is the place for you!

At Flix, we are committed to fostering diversity and inclusion. To support this initiative, we invite all applicants to complete our demographic questions on voluntary basis. Your responses will be processed as anonymized data and not linked to your profile, and thus assessed for statistical purposes and internal research.