Office Experience & Operations 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

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.