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Office Administration Manager

1 tydzień temu

Warszawa, Mazovia, Polska intive Pełny etat

Job Summary

We are seeking an experienced Administration Specialist to join our Warsaw team. The successful candidate will be responsible for coordinating co-working spaces, organizing business trips and events, and providing support for global travel processes.

The ideal candidate will have a university degree in administration or equivalent experience, as well as 3+ years of experience in administration, fleet management, and international companies.

Key Responsibilities

  • Coordinate co-working space in Warsaw, organization of business trips and events for Warsaw location
  • Support for global travel processes at intive including internal communication to employees, support for group reservations, daily support for Global Travel Processes Lead
  • Coordination of orders for stationary and office services for all locations in Poland including daily cooperation with suppliers, cost settlement, cooperation with procurement and finance teams
  • Personal costs settlement pre-approvals for employees located in Poland
  • Administration of office documents and correspondence including real estate documentation for all offices located in Poland
  • Supervising of occupational safety, fire protection, first aid (incl. design & delivery of trainings), coordinate and support for employees in all activities on security in the buildings (Access control, video surveillance, etc.) – all Polish locations
  • Company car fleet management, cost settlement and support for users in Poland
  • Coordination of reporting of CO2 emission in Poland in cooperation with compliance and data for Energy audits
  • Cooperation and support for Administration and HR team located in all branches in Poland
  • Daily support to the Global Head of Procurement Administration and Real Estate: Organizes meetings and travels, prepares communications, handles confidential information, and ensures the smooth day-to-day operations of the professional schedule
  • Ability to travel and work from the office at least three days a week

What We're Looking For

  • University degree in administration or equivalent experience
  • 3+ years of experience in administration, fleet management, and international companies
  • Fluent Polish and English language skills; German is a plus
  • Strong organizational and multitasking skills
  • Excellent communication and interpersonal skills
  • Team player with resilience and strong sense of responsibility
  • Customer-oriented with hands-on mentality