Office Coordinator / Office Manager

Fresha; Województwo mazowieckie; On-site; PLN 67,000 - 112,000; Full time

Benefits offered by this job

Health Insurance

Multisport Membership

Food & Refreshments

Prime Location: Warsaw office

Equipment Provided

Job summary

Fresha in Warsaw, Poland, is looking for an Office Coordinator / Office Manager to maintain daily operations, greet visitors, manage supplies, and keep the office running smoothly. This on-site role offers a dynamic environment in a fast-growing tech company.

You will coordinate onboarding/offboarding, inbound deliveries, travel bookings, vendor relationships, and company events, while ensuring a secure, organized workspace and a welcoming front desk.

Qualifications

• Attention to detail for bookings, shipping forms and daily tasks.
• Proactivity and problem-solving to handle issues independently.
• Strong organization and multitasking in a busy office.
• Warm, professional communication with staff and visitors.
• English proficiency at least B2 for international guests.

Responsibilities

• Workplace Standards: Oversee daily workplace operations to ensure a safe, organized, productive, and comfortable environment for staff.
• Inventory & Supplies: Monitor, order, and restock office stationery, kitchen groceries/snacks, tech accessories, and first-aid supplies.
• Facility Maintenance: Coordinate routine cleaning, repairs, waste management/recycling, and liaise with building management/landlords regarding access, HVAC, or security issues.
• Onboarding & Offboarding Support: Prepare workstations, welcome packs, key cards, and access badges for new hires; collect access passes and equipment upon employee departures.
• Inbound Deliveries: Receive, log, sort, and distribute daily mail, courier parcels, and department deliveries.
• Shipping & Terminal Freight Logistics: Coordinate domestic and international outbound parcels and terminal shipments - handling packaging, courier bookings,customs paperwork, and end-to-end tracking.
• Travel Booking: Handle end-to-end flight, train, accommodation, and ground transportation bookings for employees globally.
• Vendor Point of Contact: Serve as the direct liaison for all third-party office providers (IT suppliers, cleaners, coffee/snack vendors, maintenance contractors, security).
• Company Events & Parties: Plan and coordinate office parties, team-building socials, and offsites from budget and vendor sourcing through day-of execution.
• Reception & Hospitality Management: Oversee the front desk by warmly welcoming occasional visitors, managing incoming phone inquiries, and keeping reception and meeting spaces professional, tidy, and fully stocked.

Skills

Attention to detail

Proactivity & problem-solving

Organization & multitasking

Warm communication

English proficiency

Office administration experience

Event coordination experience

Reliability & discretion

Tools

Google Workspace

MS Office

Slack

Digital platforms

Job description

About Fresha

Fresha is the leading AI-powered operating system for the global beauty and wellness industry, giving businesses everything they need to run smarter, grow faster and build stronger client relationships.

About Fresha

Fresha is the leading AI-powered operating system for the global beauty and wellness industry, giving businesses everything they need to run smarter, grow faster and build stronger client relationships.

In May 2026, Fresha secured an $80M growth investment from KKR at a valuation of $1B, officially reaching unicorn status and bringing total funding raised to $285M. Already profitable, Fresha is using this investment to accelerate global expansion and drive the next generation of AI and product innovation.

Today, Fresha operates at global scale, with offices across Europe, North America, the Middle East and Asia Pacific. Our platform is trusted by 130,000+ beauty and wellness businesses across 120 countries, with more than 1.5 billion appointments booked to date.

Our mission is simple: help beauty and wellness businesses grow by giving them the technology they need to attract clients, manage their operations and run their business in one place.

We’re continuing to scale rapidly across markets, teams and products, making this an exciting time to join us.

What You'll Do

• Workplace Standards: Oversee daily workplace operations to ensure a safe, organized, productive, and comfortable environment for staff.
• Inventory & Supplies: Monitor, order, and restock office stationery, kitchen groceries/snacks, tech accessories, and first-aid supplies.
• Facility Maintenance: Coordinate routine cleaning, repairs, waste management/recycling, and liaise with building management/landlords regarding access, HVAC, or security issues.
• Onboarding & Offboarding Support: Prepare workstations, welcome packs, key cards, and access badges for new hires; collect access passes and equipment upon employee departures.
• Inbound Deliveries: Receive, log, sort, and distribute daily mail, courier parcels, and department deliveries.
• Shipping & Terminal Freight Logistics: Coordinate domestic and international outbound parcels and terminal shipments - handling packaging, courier bookings,customs paperwork, and end-to-end tracking.
• Travel Booking: Handle end-to-end flight, train, accommodation, and ground transportation bookings for employees globally.
• Vendor Point of Contact: Serve as the direct liaison for all third-party office providers (IT suppliers, cleaners, coffee/snack vendors, maintenance contractors, security).
• Company Events & Parties: Plan and coordinate office parties, team-building socials, and offsites from budget and vendor sourcing through day-of execution.
• Reception & Hospitality Management: Oversee the front desk by warmly welcoming occasional visitors, managing incoming phone inquiries, and keeping reception and meeting spaces professional, tidy, and fully stocked.

This list is not exhaustive and there may be other activities you may be required to deliver.

What We're Looking For

• Attention to Detail: High accuracy with bookings, shipping forms, and daily tasks without missing the small stuff.
• Proactivity & Problem-Solving: A self-starter who gets things done, anticipates needs, and solves issues independently.
• Organization & Multitasking: Able to juggle shifting priorities smoothly in a busy office environment.
• Warm Communication: Friendly, approachable, and professional in person, on the phone, and in writing.
• English Proficiency: Minimum B2 level (comfortable speaking with international guests and handling written correspondence).
• Office Administration Experience: Previous exposure to office administration, reception, or a workplace support role.
• Event Coordination Experience: Hands-on experience planning team socials, office parties, or company offsites.
• Reliability & Discretion: Dependable, punctual, and trustworthy with company information and budgets.

Nice To Have

• Tech-Savvy: Quick to learn new tools (Google Workspace/MS Office, Slack, and digital platforms).

Benefits

• Health Insurance: Medicover Premium Health Programme fully covered by Fresha.
• Multisport Membership: 50% employer contribution.
• Food & Refreshments: Complimentary daily snacks and drinks, plus a fully catered lunch every Friday.
• Prime Location: Work from our brand new office space in the Rondo 1 skyscraper in central Warsaw.
• Equipment Provided: Laptop and systems essential for you to be successful in your role will be provided, setting you up for success from day one.

Inclusive workforce

At Fresha, we are creating a culture where individuals of all backgrounds feel comfortable.

We want all Fresha people to feel included and truly empowered to contribute fully to our vision and goals. Everyone who applies will receive fair consideration for employment.

We do not discriminate based on race, colour, religion, sex, sexual orientation, age, marital status, gender identity, national origin, disability, or any other applicable legally protected characteristics in the location in which the candidate is applying.

If you have any accessibility requirements that would make you more comfortable during the interview process and/or once you join, please let us know so that we can support you.

Role Overview

Office Coordinator / Office Manager| Warsaw, PL | Office-based

Salary range: 6,000.00-10,000.00 PLN