Administration Manager

Introduction
Saab Technologies Poland Sp. z o. o. (STPL) is seeking a highly organized, efficient, meticulous and proactive Administration Manager to manage administration of the growing organization, as well as support governance processes. The scope includes in-country facilities and office space management support. Oversee daily office operations and ensure the smooth functioning of complex administrative processes. This role involves managing company's facilities, supervising suppliers and vendors, and supporting various business functions.

The key task in this position is to support STPL Operations and in-country projects (already in delivery phase and incoming) by taking ownership of the delegated responsibilities within ongoing administration and governance processes. Monitor and provide required level of services to all stakeholders in the following areas: administration, overall governance, compliance, security, finance, management of consultants, subcontractors, external suppliers and service providers.

As Personnel Security Clearance is required for this role, applicants will be required to hold or have the ability to gain one promptly after start of employment.

A more detailed job description for the position will be presented at the time for start of employment.

Your main place of work will be company's HQ in Warsaw (city center). This position is stationary, so remote work is possible in exceptional cases.

This position requires that you will be approved in a security vetting in accordance to ISO:27001.
Responsibilities and activities performed by the employee:

• Ensure smooth, efficient daily operations of our offices.
• Oversee facility maintenance and continuous workplace development.
• Lead, train, and develop the administrative team to ensure effective performance.
• Build strong relationships with vendors and external partners, including contract negotiations and performance monitoring.
• Oversee office supplies, fixed assets, and cost control initiatives.
• Develop, refine, and implement administrative policies, procedures, and standards.
• Master flow of documents circulation.
• Organize meetings, visitor receptions, employee events, and large company gatherings.
• Develop and implement contingency plans to ensure safety and business continuity.
• Support onboarding and offboarding activities and ensure administrative readiness for new employees.
• Promote and embed a culture of learning, innovation and improvement.

Your Profile:

• Relevant education in business administration, or a related field.
• Several years of experience as Administration Manager or in a similar senior administrative role within a corporate environment.
• Sufficient knowledge and understanding of local and international project organizations (i.e., understanding how projects function and how their progress is coordinated and monitored).
• Solid knowledge of administrative systems, office operations, and cost control.
• Fluent Polish and good communication skills in English (both written and spoken).
• Strong verbal, and written communication skills, including an ability to establish effective and professional working relationships with a wide variety of stakeholders.
• Goal orientation supporting performance driven culture. Outstanding team player with excellent coordination, and organizational skills.
• Proactive mindset with the ability to work independently, drive and solve problems.
• Strong sense of responsibility, reliability, and confidentiality.
• Confidence in working with agreements, procedures, data, budgeting.
• Valid driving license.
• Good understanding of the contractual provisions and execution of the service agreements incl. quality supervision.
• Office space lease agreements execution and fit out supervision.
• Understanding of project organizations and execution.
• Ability to create and implement procedures and guidelines necessary for efficient operations.

Selected candidates will be asked to deliver references.
Applicants selected will be subject to a security vetting.
Benefits:

• Sharing the costs of sports activities,
• Company's shares buy program,
• Private medical care,
• Life insurance,
• Professional training and development opportunities,
• Holiday benefits.

What You Will Be a Part Of
Explore a wealth of possibilities. Take on challenges, create smart inventions, and grow beyond. This is a place for curious minds, brave pioneers, and everyone in between. Together, we achieve the extraordinary, each bringing our unique perspectives. Your part matters.

Saab is a leading defence and security company with an enduring mission, to help nations keep their people and society safe. Empowered by its 26,100 talented people, Saab constantly pushes the boundaries of technology to create a safer and more sustainable world.

Saab designs, manufactures and maintains advanced systems in aeronautics, weapons, command and control, sensors and underwater systems. Saab is headquartered in Sweden. It has major operations all over the world and is part of the domestic defence capability of several nations.