Remote Executive & Contracts Administrator

KOIA; Województwo pomorskie; Remote; PLN 67,000 - 100,000; Full time

Benefits offered by this job

Fully remote work

Direct cooperation with KOIA’s Mgmt. B

Independent ownership and impact

Exposure to contracts, finance and ops

Job summary

KOIA is seeking an Administration Specialist & Executive Assistant to own key admin processes and provide day-to-day support to the Management Board. This hands-on role covers contract administration, invoicing and contractor operations, while collaborating with lawyers, accountants and external advisors.

You’ll work remotely with international clients, maintain documents, prepare presentations, and help budget and operational tasks.

Qualifications

• Experience in contract administration and understanding B2B regulations.
• Higher education in law, finance/accounting, engineering or related field.
• Strong organisational skills and attention to detail.
• Ability to manage multiple priorities and stakeholders.

Responsibilities

• Manage contracts and amendments with clients and B2B contractors.
• Coordinate contract matters with external legal and accounting advisors.
• Support invoicing and accounting processes, including issuing invoices and scheduling payments.
• Handle contractor administration, including documentation, benefits, and trips.
• Provide day-to-day administrative support to the Management Board.
• Coordinate meetings, business travel, and stakeholder communications.
• Prepare presentations, reports, and business documents.
• Follow up on decisions, actions and deadlines.
• Maintain company documentation and handle confidential information.
• Support budgeting and day-to-day operations.

Skills

Contract administration

Google Workspace

Confluence

Toggl

English proficiency

Organisational skills

Independent worker

Education

Higher education in law, finance/accounting, or engineering

Tools

Google Workspace

Confluence

Toggl

Job description

KOIA is seeking an Administration Specialist & Executive Assistant to own key admin processes and provide day-to-day support to the Management Board. This hands-on role covers contract administration, invoicing and contractor operations, while collaborating with lawyers, accountants and external advisors.

You’ll work remotely with international clients, maintain documents, prepare presentations, and help budget and operational tasks.