Workplace Experience Coordinator

Capital; Warszawa; Hybrid; PLN 120,000 - 170,000; Full time

Benefits offered by this job

Competitive Salary

Work-Life Harmony

Generous Time Off

Employee Referral Program

Health & Pension Benefits

Workation: 30 extra days remote work

Volunteer Days

Job summary

Capital in Warsaw is seeking an Office/Facilities Manager to own the day-to-day operations of the office. You will serve as the go-to person for workplace-related questions, manage budgets, and coordinate vendors to ensure a smooth and welcoming environment for the team.

Responsibilities include onboarding/offboarding support, travel coordination, events, and continuous office improvements based on employee feedback.

Qualifications

• 3+ years in office management, workplace experience, or facilities coordination.
• Proven ability to own a budget and verify invoices.
• Hands-on vendor management: cleaners, tech support, building management and suppliers.
• Experience coordinating onboarding/offboarding with People/HR and IT.
• A proactive mindset: identify issues and fix them before they arise.
• Strong organizational skills and ability to juggle multiple requests.
• Excellent interpersonal skills and calm under pressure.

Responsibilities

• Be the single point of contact for everything workplace related in the Warsaw office and ensure follow-through until issues are resolved.
• Keep the office running smoothly day to day, coordinating supplies, IT setup for meetings, and space readiness.
• Manage budget for office supplies, groceries, and workplace services; verify invoices and manage vendor relationships.
• Plan and organize celebrations, events, and offsite meetings with stakeholders.
• Coordinate end-to-end travel for employees within the company policy.
• Gather feedback from new starters, leavers, and everyday users to continuously improve onboarding and office experience.

Skills

Office management

Facilities coordination

Budget management

Vendor management

HR collaboration

Organization

Interpersonal skills

First Aid

Bilingual English/Polish

Job description

Your mission: make everyday life better for Capital.com's Warsaw employees. You're the single point of contact for everyone in the office on anything workplace related, if something's wrong with the space, or something could simply be better, you're who people come to, and you're the one who makes it happen. You keep the office running without friction day to day, and you never settle for "good enough," you're always looking for the next small thing that makes coming into the office better. You address pain points around administrative overhead, employee onboarding, and facility management, so our teams can focus on driving Capital.com's growth in the region.

• Employee Happiness: Make sure the everyday things people rely on just work, good coffee, a well stocked kitchen, a clean and comfortable space, and don't stop there. Notice what would make the office better before anyone complains, try it, and make it stick.
• Single Point of Contact: Be the person every employee in the Warsaw office knows to go to for anything workplace related, questions, requests, problems, ideas. Own the follow through until it's resolved.
• Day to Day Office Functioning: Keep the office stocked and ready every morning, supplies ordered ahead of time, meeting rooms set up with IT, small issues fixed before anyone has to ask.
• Budget & Vendor Management: Own the budget for office supplies, groceries, and workplace services, and track spend against it. Be the primary liaison for cleaners, tech support, building management, and merchandise providers, verify invoices, evaluate vendor performance, and manage landlord and sublease relations.
• Celebrations & Events: Organize celebrations and moments that matter, birthdays, team wins, seasonal and company milestones, alongside quarterly Town Halls and monthly social events run with the social committee. First point of contact for larger offsite meetings.
• Travel Management: Coordinate end-to-end business travel for employees, including flights, accommodation, ground transportation. Ensure all arrangements comply with the company's travel policy and budget, resolve any travel-related issues, and work with travel providers to deliver a smooth experience
• Workplace Experience Feedback Loop: Proactively gather feedback from new starters, leavers, and everyday office users, and use it to keep improving onboarding, office setup, events, and daily experience over time.
• Employee Lifecycle Management: Coordinate end to end onboarding (compliance checks, inductions, IT/equipment setup) and offboarding (resignation acknowledgments, equipment return, access revocation).
• Health & Safety: Work with the OHS consultant to enforce workplace health and safety policy, manage emergency drills and training, and hold a First Aid certification.

• 3+ years in office management, workplace experience, or facilities coordination, ideally in a fast-paced, scale-up or international environment
• Proven ownership of a budget, comfortable tracking spend and verifying invoices
• Hands-on vendor management experience: sourcing, negotiating, and evaluating cleaners, landlords, tech support, and suppliers
• Experience coordinating employee lifecycle processes (onboarding/offboarding) in partnership with People/HR and IT
• A proactive, "notice it before it breaks" mindset, comfortable identifying issues and fixing them without being asked
• Strong organizational skills and the ability to juggle multiple requests and priorities on any given day
• Excellent interpersonal skills; you're approachable, calm under pressure, and enjoy being the go-to person in the office
• Fluent English and Polish, spoken and written
• Valid First Aid certification (or willingness to obtain one shortly after joining)
• Based in or able to work full time onsite in Warsaw

• Competitive Salary: We believe great work deserves great pay! Your skills and talents will be rewarded with a salary that makes you feel valued and motivated.
• Work-Life Harmony: Join a company that genuinely cares about you - because your life outside of work matters just as much as your time on the clock. #LI-Hybrid
• Generous Time Off: Need a breather? Our annual leave policy lets you recharge and enjoy life outside of work without a worry.
• Employee Referral Program: Love working here? Share the love! Bring your talented friends on board and get rewarded for growing our awesome team.
• Comprehensive Health & Pension Benefits: From medical insurance to pension plans, we've got your back. Plus, location-specific benefits and perks!
• Workation Wonderland: Live your digital nomad dreams with 30 extra days to work remotely from anywhere in the world (some restrictions apply). Adventure awaits!
• Volunteer Days: Make a difference! Take two additional paid days each year to support causes you care about and give back to the community.