Office Manager

Bradford Jacobs; Rzeszów; On-site; PLN 86,000 - 117,000; Full time

Job summary

Bradford Jacobs seeks an Office Manager to establish and run the new Rzeszow office. You will oversee facilities, vendors, onboarding, HR administration, and reception, working closely with the Toronto HQ. The role requires Polish fluency and strong English, plus excellent organizational skills.

The position is fully on-site in Rzeszow, Poland, with responsibilities spanning executive calendar support, travel coordination, supplier management, and local compliance under the Polish Labour Code.

Qualifications

• 3+ years' experience in office management, executive support, or operations coordination.
• Degree in Business Administration, Management, or a related field preferred.
• Fluent Polish with business-level English.
• Proficient in Microsoft Office and Google Workspace.
• Strong organizational, time management, and multitasking skills with excellent attention to detail.
• Experience managing vendors, service contracts, and office operations.
• Knowledge of employer obligations under the Polish Labour Code.

Responsibilities

• Managed day-to-day office operations, including facilities, suppliers, contracts, office supplies, and equipment.
• Coordinated executive calendars, business travel, meetings, and headquarters visits.
• Acted as the main point of contact for building management, IT providers, and external vendors.
• Oversaw new hire onboarding, including workstation setup, access, documentation, and pre-employment requirements.
• Managed petty cash, expenses, invoices, and local payment coordination with Finance.
• Ensured compliance with the Polish Labour Code by maintaining employee records and personnel documentation.
• Supported HR administration, including recruitment coordination and employee benefits.
• Organized company events, client visits, and managed office communications and reception.
• Streamlined administrative processes to improve office efficiency.

Skills

Polish & English

Vendor management

Organizational skills

Time management

Multitasking

Office operations

Education

Bachelor's degree in Business Administration/Management

Tools

Microsoft Office

Google Workspace

Asana

Monday.com

Job description

Bradford Jacobs is assisting an AI drone solutions company, offering cutting-edge aerial solutions across a range of sectors, including construction, agriculture, real estate, environmental monitoring, and infrastructure inspection. Their mission is to harness drone technology to deliver high-quality data, insights, and visual content to enable clients to make informed decisions.

Our client is seeking an Office Manager to be the operational heart of their new office in Rzeszow. Managing all administrative, facilities, and office services functions as the team scales. Highly hands-on role requiring fluent Polish and strong English, alongside excellent organisational skills and the ability to coordinate across Rzeszow site and the Toronto headquarters.

The Office Manager will establish our client's local administrative infrastructure from the ground up.

Key responsibilities:

• Managed day-to-day office operations, including facilities, suppliers, contracts, office supplies, and equipment.
• Coordinated executive calendars, business travel, meetings, and headquarters visits.
• Acted as the main point of contact for building management, IT providers, and external vendors.
• Oversaw new hire onboarding, including workstation setup, access, documentation, and pre-employment requirements.
• Managed petty cash, expenses, invoices, and local payment coordination with Finance.
• Ensured compliance with the Polish Labour Code by maintaining employee records and personnel documentation.
• Supported HR administration, including recruitment coordination and employee benefits.
• Organized company events, client visits, and managed office communications and reception.
• Streamlined administrative processes to improve office efficiency.

Qualifications:

• 3+ years' experience in office management, executive support, or operations coordination.
• Degree in Business Administration, Management, or a related field preferred.
• Fluent in Polish with business-level English.
• Proficient in Microsoft Office and Google Workspace.
• Strong organizational, time management, and multitasking skills with excellent attention to detail.
• Experience managing vendors, service contracts, and office operations.
• Knowledge of employer obligations under the Polish Labour Code.

Preferred Qualifications:

• Previous experience in a multinational company or startup environment.
• Experience supporting C-Level of VP executives across multiple time zones.
• Familiarity with HRIS, expense management platforms, or project management tools. (Asana, Monday.com)

This person needs to be proactive, hold strong interpersonal skills and the ability to adapt well.

Fully on-site role: Rzeszow, Poland

Salary range: €20,000 - 27,000 per annum.