Office Operations Assistant

Softsich; Polska; Sur place; PLN 50 000 - 80 000; Plein temps

Avantages offerts par ce poste

Vacation days (20)

Sick leave

Maternity leave

Health insurance

Résumé du poste

Softsich, an international product tech company, seeks an Office Operations Assistant in Warsaw to own daily office operations and coordinate international business travel. You will manage procurement, vendor relations, and office budgets while supporting HR administration and employee onboarding/offboarding processes.

You’ll improve processes, foster an engaging workplace, and ensure a smooth employee experience across multiple locations, with a proactive, autonomous approach and strong

Qualifications

• 2+ years of experience in office management, executive assistance, or operations coordination.
• Proven experience organizing complex, multi-leg international business travel.
• Hands-on experience in vendor management, supplier negotiations, and contract coordination.
• Experience managing budgets, tracking expenses, and preparing financial reports.
• Confident Excel / Google Sheets skills for reporting, budget tracking, and basic data analysis.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• A proactive mindset and the ability to identify and solve problems independently.
• Excellent negotiation and communication skills.
• A high level of autonomy, ownership, and personal accountability.
• Flexibility and the ability to adapt quickly to changing priorities and unexpected situations.

Responsabilités

• Manage daily operations of the Warsaw office and remotely coordinate Kyiv office activities.
• Own procurement, vendor relationships, contract negotiations, and office budget management.
• Optimize office processes, proactively resolve operational issues, and create an engaging workplace environment.
• Coordinate end-to-end business travel, including flights, accommodation, transportation, and last-minute changes.
• Support the PR team with conference logistics and maintain a reliable network of travel suppliers.
• Co-organize internal events, team activities, and employee engagement initiatives with the HR team.
• Manage corporate merchandise and gifts, including quality checks, packaging, distribution, and deliveries across Poland.
• Coordinate logistics partners, track shipments, and resolve delivery issues independently.
• Manage administrative preboarding, including NDAs, B2B contracts, and other employment-related documents.
• Maintain accurate employee records in HRIS, coordinate electronic signing, and ensure documentation completeness and accuracy.
• Prepare HR documents, coordinate handovers to People Partners, and support onboarding and offboarding processes.

Connaissances

Experience in office management

International travel coordination

Vendor management & negotiations

Budget management & financial reports

Excel / Google Sheets reporting

Organizational skills & attention to细

Proactive problem-solving

Negotiation & communication

Autonomy & accountability

Adaptability under changing priorities

Outils

Excel

Google Sheets

Description du poste

Softsich is an international product tech company that develops scalable B2B digital platforms. We’re looking for a proactive and experiencedOffice Operations Assistant who is ready to take ownership of daily office operations in Warsaw, coordinate business travel, and manage administrative processes.

We're looking for someone who doesn't just keep things running but makes them run better. In this role, you'll have the autonomy to improve processes, create a welcoming office environment, coordinate international business travel, and ensure a seamless employee experience.

Your key responsibilities will include:

Office Management & Operations

Manage daily operations of the Warsaw office and remotely coordinate Kyiv office activities.

Own procurement, vendor relationships, contract negotiations, and office budget management.

Optimize office processes, proactively resolve operational issues, and create an engaging workplace environment.

Business Travel & Event Logistics

Coordinate end-to-end business travel, including flights, accommodation, transportation, and last-minute changes.

Support the PR team with conference logistics and maintain a reliable network of travel suppliers.

HR & Team Events Support

Co-organize internal events, team activities, and employee engagement initiatives with the HR team.

Manage corporate merchandise and gifts, including quality checks, packaging, distribution, and deliveries across Poland.

Coordinate logistics partners, track shipments, and resolve delivery issues independently.

Preboarding, HR Administration & Documentation

Manage administrative preboarding, including NDAs, B2B contracts, and other employment-related documents.

Maintain accurate employee records in HRIS, coordinate electronic signing, and ensure documentation completeness and accuracy.

Prepare HR documents, coordinate handovers to People Partners, and support onboarding and offboarding processes.

It’s a match if you have:

2+ years of experience in office management, executive assistance, or operations coordination.

Proven experience organizing complex, multi-leg international business travel.

Hands-on experience in vendor management, supplier negotiations, and contract coordination.

Experience managing budgets, tracking expenses, and preparing financial reports.

Confident Excel / Google Sheets skills for reporting, budget tracking, and basic data analysis.

Strong organizational skills, attention to detail, and the ability to manage multiple priorities.

A proactive mindset and the ability to identify and solve problems independently.

Excellent negotiation and communication skills.

A high level of autonomy, ownership, and personal accountability.

Flexibility and the ability to adapt quickly to changing priorities and unexpected situations.

Language Requirements:

Polish — Upper-Intermediate (B2+): confident communication with local vendors and partners.

Ukrainian — Fluent: primary language of internal communication.

English — Intermediate+ (B1–B2): ability to communicate effectively in an international environment.

Nice to have:

Experience supporting office operations across multiple locations.

Familiarity with HR administration, preboarding, onboarding, and offboarding processes.

Experience working with HRIS platforms and electronic document management systems.

Background in international product or technology companies.

Experience coordinating corporate events, conferences, or employee engagement activities.

We offer:

20 paid vacation days, sick leaves, maternity leave, and health insurance (UA-/PL-based, other locations in progress).

A supportive, friendly team where knowledge-sharing is part of the culture.

Coverage for professional events and learning.

Birthday greetings, team buildings, and warm human connection beyond work.

Zero joules of energy to the aggressor state, its affiliated businesses, or partners.