Specjalista ds. administracji

About us

Shen.AI is a deep-tech startup dedicated to improving global heart health. Our platform leverages advanced AI and computer vision to extract biometric signals from simple video, providing real-time or near real-time health metrics, biofeedback, and preliminary diagnostic insights. By combining state-of-the-art vital signs processing with AI-driven analysis, Shen.AI empowers individuals and healthcare professionals to monitor wellness and take informed follow-up actions.

Your role

We are looking for an experienced
Office & Administration Specialist
with a proactive mindset and hands-on approach, who's ready to take ownership of day-to-day office operations, administrative workflows, support for HR and accounting processes, as well as organising business trips and company events, ensuring everything runs smoothly and efficiently.

If you are highly organized, thrive under pressure, adapt quickly to changing conditions, and enjoy juggling multiple responsibilities, you'll be a perfect fit for our team.

Your Key Responsibilities

1. Office & Workplace Management

• Oversee the smooth daily operations of the office, including supplies, equipment, and facilities.
• Coordinate office maintenance, space organization, and overall workplace aesthetics.
• Manage access control (keys, entry cards, parking) and handle incoming and outgoing deliveries.
• Prepare the office for internal and external meetings, audits, and partner visits.

2. Documentation & Compliance

• Maintain proper archiving and management of company documentation.
• Support preparation of materials for EU grant reporting and external audits.
• Supervise invoice flow, expense reporting, and administrative documentation.
• Liaise with public institutions, notaries, and courts when required.
• Ensure that HR and infrastructure documentation complies with ISO and internal procedures.

3. Employee Lifecycle Support

• Coordinate administrative aspects of employee onboarding and offboarding.
• Prepare and distribute necessary hardware, office equipment, and access credentials.
• Set up system accounts and ensure correct permission levels.
• Facilitate smooth integration of new employees and ensure proper offboarding processes.

4. Travel & Event Coordination

• Plan and book business trips, including transport, accommodation, and related logistics.
• Manage travel expense reports and settlement of business delegations.
• Organize internal meetings and company events.

5. Equipment & Asset Management

• Maintain accurate records of office assets and IT equipment.
• Oversee inventory control, equipment handover protocols, and asset lifecycle tracking.

Requirements

• Minimum 3 years of experience in office administration.
• You must be based in Wrocław or nearby - this role requires regular on-site presence.
• Fluent in Polish and English (C1 level or higher, both written and spoken).
• Strong organizational and time management skills, with the ability to prioritize effectively.
• Excellent communication and interpersonal skills, with a proactive and service-oriented mindset.
• Strong problem-solving abilities and attention to detail.

Nice To Have

• Knowledge of HR regulations and processes.
• Familiarity with invoice processing and financial documentation in cooperating with external accounting and payroll providers.
• Experience working on EU-founded projects.
• Familiarity with Google Workspace and Slack.

What we offer

• Enjoy a flexible work setup that balances on-site presence in Wrocław office with the option to work remotely.
• Private healthcare package.
• Unlimited paid time off (we care about outcomes, not hours).
• Culture of openess, trust and independance.
• Opportunity to take full ownership and make a real impact on office processes, with autonomy and trust to drive improvements.
• A salary of
  – 9 500 PLN net
  (+VAT)
• Form of Employment: 
  B2B contract