Team Administrator (Office Processes, Onboarding, Reporting) for NATO with security clearance

Work Life Group; Bydgoszcz; On-site; PLN 50,000 - 85,000; Full time

Job summary

Work Life Group, in Bydgoszcz, seeks an experienced administrator to manage knowledge bases, training records, and daily office processes in a multinational defence environment.

You will coordinate learning, keep records current, and ensure managers have the information they need, while guiding colleagues on office software and administrative procedures.

Qualifications

• Experience in managing knowledge bases and training records in a team setting.
• Ability to coordinate learning activities and maintain up-to-date records.
• Strong communication and organizing skills for meetings and information flow.
• Guidance on office software and administrative procedures.
• Experience handling arrivals/departures, equipment, and routine reports.
• Maintaining up-to-date office policies across departments.

Responsibilities

• Looking after a knowledge management database and shaping information storage.
• Coordinating team learning: booking courses, sessions, and records.
• Ensuring managers have necessary information and supporting meeting planning.
• Guiding colleagues on office software, tools and procedures.
• Handling staff arrivals/departures, equipment, and routine reports.
• Keeping office policies and procedures current and cross-departmental.

Skills

Knowledge management

English proficiency

Time management

Communication

Education

Vocational training with at least 1 year of related experience

Secondary education with 3 years

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Job description

The person who makes sure a team knows where everything is, and that it runs on time.

A multinational defence organisation in Bydgoszcz is looking for an experienced administrator to look after its team's knowledge base, training records and day-to-day office processes.

What you would be doing

• Looking after a knowledge management database and helping shape how information is stored and classified
• Coordinating learning for the team: booking courses, organising sessions, keeping training and certificate records current
• Making sure the team and its manager have the information they need, and helping plan meetings
• Guiding colleagues on office software, tools and administrative procedures
• Handling arrivals and departures of staff, equipment and staff requests, and routine reports
• Keeping office policies and procedures up to date and working across departments

What you would bring

• Vocational training with at least a year of related experience, or secondary education with three years
• Solid office experience with office management systems and procedures
• Three or more years of strong Microsoft Office skills: Word, Excel, PowerPoint and databases
• SharePoint design or administration training
• Excellent written and spoken English and a flexible, problem-solving attitude
• Good time management and comfort with juggling several things at once

Why this one is worth a look

You become the organised centre of a team in an international defence environment.