Office Manager with German

QualityMinds Poland; Warszawa; Hybride; PLN 70 000 - 90 000; Plein temps

Résumé du poste

QualityMinds Poland is seeking an experienced Office Manager/Administrative Coordinator to ensure smooth daily operations and support across administrative, HR, marketing, and finance tasks. The role involves coordinating processes, liaising with external partners, and handling invoices, timesheets, and travel, with all work conducted in German.

Remote work is possible, or you may work from the Warsaw office.

Qualifications

• Minimum 3 years of experience in Office Manager, Administrative Coordinator, or Operations Support
• German language skills at C1 level for professional communication in German
• English language skills at B2 level or higher
• Experience coordinating administrative and office processes, documentation flow, and cooperation with external suppliers or partners
• Knowledge of basic finance and administrative processes including invoices, registers, timesheets, payments, and cost control
• Very good working knowledge of MS Office and general office tools
• Strong organizational skills, attention to detail, reliability, and a systematic approach
• Independence, proactivity, and ability to prioritize tasks in a dynamic environment
• Higher education degree

Responsabilités

• Ensure smooth day-to-day functioning of the office and support administrative, operational, HR, marketing, and finance processes
• Coordinate internal procedures and documentation flow
• Work with external suppliers and accounting/HR partners
• Manage sales invoices, registers, timesheets, payments, cost control, and travel arrangements
• Support management and internal teams in daily operations
• Improve administrative processes and organize meetings/events
• Contribute to maintaining a positive company image
• The work is conducted in German

Connaissances

German language (C1)

English language (B2)

MS Office

Organizational skills

Proactivity

Independent work

Task prioritization

Administrative coordination

Formation

Higher education degree

Outils

MS Office

Description du poste

• Ensuring the smooth day-to-day functioning of the office and supporting key administrative, operational, HR, marketing, and finance-related processes
• Coordinating internal procedures and documentation flow
• Working with external suppliers and accounting/HR partners
• Managing sales invoices, registers, timesheets, payments, cost control, and business travel arrangements
• Supporting management and internal teams in daily business operations
• Optimizing administrative processes and organizing meetings and events
• Contributing to maintaining a positive company image
• The entire scope of work is carried out in German
• Fully remote work or the possibility to work from the Warsaw office

Kogo poszukujemy?

• Minimum 3 years of experience in a similar Office Manager, Administrative Coordinator, or Operations Support role
• German language skills at C1 level, allowing confident professional communication, as all work is conducted in German
• English language skills at B2 level or higher
• Experience in coordinating administrative and office processes, documentation flow, and cooperation with external suppliers or business partners
• Practical knowledge of basic finance and administrative processes, including invoices, registers, timesheets, payments, and cost control
• Very good working knowledge of MS Office and general office tools
• Strong organizational skills, attention to detail, reliability, and a systematic approach to work
• Independence, proactivity, and the ability to prioritize tasks in a dynamic environment
• Higher education degree