Remote Office Manager - German-Speaking Operations Lead

QualityMinds Poland; Warszawa; Hybrid; PLN 70,000 - 90,000; Full time

Job summary

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

Responsibilities

• 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

Skills

German language (C1)

English language (B2)

MS Office

Organizational skills

Proactivity

Independent work

Task prioritization

Administrative coordination

Education

Higher education degree

Tools

MS Office

Job description

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.