Senior Administration Specialist

upm; Poland; Hybrid; PLN 90,000 - 130,000; Full time

Job summary

UPM is seeking a Senior Administration Specialist to join the team at UPM Business HUB in Wroclaw, Poland. You will be responsible for keeping internal communications up to date, coordinating facilities, managing access and office services, and supporting onboarding and events to ensure a smooth employee experience.

You will collaborate with the Workplace & Office Manager and liaise with building management, vendors, and HR to deliver high-quality workplace services.

Qualifications

• 3+ years of experience in administration, office management, or workplace services.
• Fluent in English and Polish.
• Strong Excel skills; SAP knowledge is a plus.

Responsibilities

• Own and maintain internal communication channels, including SharePoint content management and updates
• Coordinate with building management, landlord, service technicians, and vendors for office maintenance and services
• Manage desk and parking booking systems, occupancy and workspace utilization reports, and employee access cards
• Manage purchasing and invoice processing in line with company procedures
• Ensure smooth operation of reception services and high workplace experience standards
• Coordinate and manage onboarding for new employees to ensure a positive experience
• Plan and coordinate internal and external events, meetings, and business visits
• Manage administrative processes including distribution lists, organizational chart updates, mail, parcels, documentation, and office supplies
• Provide admin support to local management and support day-to-day office management activities

Skills

3+ years administration experience

Fluent English and Polish

Excellent organizational skills

Microsoft Excel

Tools

SAP

Job description

Would you like to join a global, growing company that innovates for a more sustainable tomorrow? UPM could be the team for you. We are frontrunners in developing renewable alternatives to fossil-based materials. Besides enabling both businesses and consumers make more sustainable choices, we strive to create a positive UPM experience for all our employees around the world. We live by our values - trust and be trusted, achieve together, renew with courage. Together we can renew the everyday, for a future beyond fossils!

Learn more about us as a workplace upm.com/careers

We are now looking for a Senior Administration Specialist to join our team in UPM Business HUB Wroclaw, Poland.

Greetings from your future manager:

"We are looking for a proactive and service-minded professional who enjoys taking ownership, building relationships, and driving continuous improvements. In return, you will join a collaborative and supportive team where your ideas are valued, your expertise is appreciated. If you enjoy working with a wide range of stakeholders, taking initiative, solving challenges, and making a real difference in the employee experience, we would be delighted to hear from you and welcome you to our team." - Anna Witka, Workplace & Office Manager

What you will do:

• Own and maintain internal communication channels, including SharePoint content management and updates
• Coordinate with the building management team, landlord, service technicians, and vendors to ensure efficient maintenance, operation, and delivery of office-related services
• Manage desk and parking booking systems, prepare occupancy and workspace utilization reports, and manage employee access cards
• Manage purchasing and invoice processing in accordance with company procedures
• Ensure the smooth and efficient operation of reception services and maintain a high standard of workplace experience
• Coordinate and manage the onboarding process for new employees, ensuring a smooth and positive employee experience
• Plan, organize, and coordinate internal and external events, meetings, and business visits
• Manage administrative processes, including distribution lists, organizational chart updates, incoming and outgoing mail, parcels, documentation, and office supplies
• Provide administrative support to local management and contribute to continuous improvement of office processes and employee services, including conducting office tours and supporting day-to-day office management activities

Who you are:

• You have minimum 3 years' experience in administration, office management, or workplace services
• You are fluent in English and Polish
• You are very well organized
• You have good knowledge of Microsoft Excel; familiarity with SAP is considered a plus
• You are open and willing to interact with people daily
• You are creative, patient and energetic

This is what we offer to you

• A meaningful job - We have an inspiring purpose 'We create a future beyond fossils. Our work is impactful and transformative.
• A caring community - Our community is built on great team spirit and shared commitment. We care about each other and the well-being of our colleagues. We support the work-life balance of all our employees.
• Development opportunities - We offer you great opportunities to learn and grow throughout your career. We are an international, multi-business organization offering plenty of avenues for personal growth.
• Responsible employer - Sustainability is at the core of everything we do. We are committed to ambitious, science-based sustainability targets in all areas from climate change to biodiversity. We foster diversity and inclusivity, offering a work environment in which everyone can be themselves.

Learn more about our Rewarding and our Ways of working

Additional information

This position offers a hybrid working model, combining remote work from home with regular on-site collaboration in Wrocław.

The position holder will report to Workplace & Office Manager.

Country-specific information

If you have any concerns about the recruitment and selection process, you can report those online through the UPM Report Misconduct channel using the link: https://www.upm.com/investors/governance/compliance/reportmisconduct/.

UPM business information

UPM is a material solutions company, renewing products and entire value chains with an extensive portfolio of renewable fibres, advanced materials, decarbonization solutions, and communication papers. In Poland, UPM is running two factories near Wrocław, Human Resources Services in Krak ó w and UPM Business Hub at the heart of