Senior Administration Specialist

Upm China; Wrocław; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

Development opportunities

Job summary

UPM is seeking a Senior Administration Specialist for UPM Business HUB Wroclaw, Poland. You will own internal communication channels, coordinate facilities, manage desk/parking bookings, onboarding and events to ensure a positive employee experience.

With 3+ years in administration, fluency in English and Polish, strong Excel skills, and a proactive service mindset, you will support local management and improve office services in a hybrid work environment.

Qualifications

• 3+ years in administration/office management
• Fluent in English and Polish
• Strong organizational skills
• Excel skills; SAP knowledge a plus
• Excellent interpersonal communication

Responsibilities

• Own and maintain internal communication channels (SharePoint)
• Coordinate with building management, landlords, technicians and vendors
• Manage desk and parking bookings; prepare occupancy/workspace reports; manage access cards
• Process purchasing and invoices per company procedures
• Ensure smooth reception operations and high workplace experience
• Coordinate onboarding of new employees for a positive experience
• Plan and coordinate internal/external events, meetings and business visits
• Manage mail, documents and office supplies; distribute lists and org charts
• Provide admin support to local management; drive continuous improvement of office processes
• Lead office tours and day-to-day office management activities

Skills

English

Polish

Office administration

Organizational skills

People engagement

Creativity

Patience

Tools

SAP

SharePoint

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 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

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 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.

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 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.

Got interested? Join us on this exciting path! #growthwithUPM

Ifyou wish to get more insight about who we are, check out this page! UPM – we renew the everyday Read more:upm.com

Follow us onLinkedIn|YouTube|Instagram|X #UPM #UPMers #materialsolutions #WeRenewTheEveryday#FeelGoodAboutYourWork #LI-DNP #LI-HYBRID

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. Our performance in sustainability has been recognized by third parties, including EcoVadis and the Dow Jones Sustainability Indices. We operate globally and employ approximately 15,100 people worldwide, with annual sales of approximately €9.7 billion. Our shares are listed on Nasdaq Helsinki Ltd. UPM – we renew the everyday

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