Senior Administration Specialist

UPM; Wrocław; Hybrid; PLN 70,000 - 100,000; Full time

Job summary

UPM in Wroclaw, Poland, seeks a Senior Administration Specialist to join the Workplace & Office team in a hybrid role. You will oversee internal communications, facilities coordination, onboarding, and events, ensuring a seamless employee experience across a growing, international environment.

Fluent English and Polish, 3+ years in administration, and strong Excel skills are required; SAP knowledge is a plus. You will report to the Workplace & Office Manager in a collaborative setup.

Qualifications

• Minimum 3 years of experience in administration, office management, or workplace services.
• Fluent in English and Polish.
• Excellent organizational skills and attention to detail.

Responsibilities

• Own and maintain internal communication channels, including SharePoint content management.
• Coordinate with building management, landlord, service technicians, and vendors for office-related services.
• Manage desk and parking booking systems, occupancy reports, and access cards.
• Process purchasing and invoice handling in line with company procedures.
• Ensure smooth reception services and a high standard of workplace experience.
• Coordinate onboarding for new employees to ensure a positive experience.
• Plan and coordinate internal and external events, meetings, and business visits.
• Handle office processes such as mail, documentation, and supplies.

Skills

Fluent English

Polish language

Microsoft Excel

Tools

SAP

Job description

Du möchtest in einem internationalen, wachsenden Unternehmen tätig sein, das Innovationen für eine nachhaltige Zukunft entwickelt? Dann bist Du bei uns an der richtigen Stelle. UPM übernimmt eine Vorreiterrolle bei der Entwicklung von erneuerbaren Alternativen zu fossilen Materialien. Wir wollen nicht nur Unternehmen und Konsumenten eine nachhaltige Wahl bieten, sondern auch dafür sorgen, dass unsere Mitarbeiterinnen und Mitarbeiter auf der ganzen Welt UPM positiv erleben. Wir stehen zu unseren Grundwerten: „Einander vertrauen“, „Gemeinsam erfolgreich sein“ und „Mutig Neues schaffen“. Gemeinsam erneuern wir den Alltag - für eine Zukunft ohne fossile Rohstoffe!

We are now looking for a Senior Administration Specialistto 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

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 about our Rewarding and our Ways of working

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 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 Kraków and UPM Business Hub at the heart of the city of Wrocław. At the moment, the Wrocław Hub brings together over 700 professionals in customer, supplier and financial services. What makes us unique? The Finnish leadership culture encourages people in personal growth and self-development, and our values - trust and be trusted, achieve together, renew with courage – are visible in our everyday work. We are inspired by the limitless opportunities of the bioeconomy and we lead the way towards a future beyond fossils.

UPM – we renew the everyday