Office Manager

Department:
Core - Business Infrastructure & Operations

Location:
Warsaw, Poland

Description
Aurora has an exciting opportunity to join our fast paced, growing company as the Office Manager based in our newly established Warsaw office. In this role, you will be responsible for overseeing the smooth and efficient running of the office, providing strong and reliable support to company operations, and delivering operational excellence.

The ideal candidate will have a high level of confidence to co-ordinate all aspects of the office, providing high quality administrative and organisational support. You will have excellent interpersonal and communication skills and be confident dealing with individuals at all levels with sensitivity, tact, and diplomacy. You will be able to remain calm under pressure, work to tight deadlines, and demonstrate a pro-active approach to planning, delegating and prioritising work.

The role formally sits within the wider Core department which comprises of Business Infrastructure and Operations, People & Culture, Finance, and Legal teams.

To be successful in this role, you must be able to think bigger picture but at the same time you are not afraid to roll your sleeves up and get involved in the day-to-day operational work. In addition, you will need to be organised, efficient and have great attention to detail.

Key Responsibilities

• Act as first point of contact for the Warsaw office
• Oversee and maintain office efficiency by maintaining appearance and uninterrupted function of common areas and office equipment, coordinating all facilities requirements, including responsibility for health and safety and physical security measures
• Manage all aspects of the office's space/infrastructure planning (including but not limited to office moves and changes to desk/workstation layout) providing solutions as needed
• Coordinate all operational needs of the office, with direction and support from other departments (People & Culture, Finance, IT) as needed
• Identify and fulfil office supply needs, cultivating, and managing supplier relationships
• Provide direct administrative support as needed, including scheduling appointments, meetings, booking travel, printing, mail handling, and shipping packages
• Manage and report on budget for local office activities and purchasing
• Act as a representative of Core in the local office, with the ability to triage and refer queries to relevant Core departments for specialist attention and resolution
• Assist with central process as required by (and in partnership with) Core or other departments, eg salary sense check for payroll, new joiner onboarding, event logistics
• Define, understand and educate team on correct practices for operational tasks and processes, working with the BIO Manager or central teams where appropriate (eg, expense policy, booking travel, meeting room use)

What we are looking for
Required attributes:

• Previous experience in an international company in an operational role, ideally in a professional services industry
• Relevant experience across multiple operational disciplines, ideally in project management, finance, consulting, start-ups, or other relevant industry track
• Attention to detail, excellent coordination, time management and organisational skills.
• The ability to draft correspondence and to produce well-presented reports, guidance, and instructions
• Strong team player with excellent interpersonal skills and the ability to build effective relationships at all levels
• Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment
• Ability to use initiative, forward think and work under pressure, with a willingness to proactively take on new tasks
• Advanced Microsoft Office skills, particularly Outlook (diary management), MS PowerPoint, Excel & Word
• Written and spoken fluency in Polish (C2 level)
• Proficiency in English (C1 level)

Desirable attributes:

• Proven work experience managing an end to end an office move and refurbishment project
• Experience with spreadsheets, database management, or financial reporting
• Knowledge of local employment law and practices

What we offer
Some of the benefits we include are:

• Private Medical Insurance
• Voluntary pension scheme
• Voluntary group life insurance at corporate rate
• Employee Assistance Programme (EAP)
• Multi-sport card

At AER, we are committed to offering flexibility in the way we work. Most of our roles are hybrid with a mix of in-office/home working and potentially adjustable working hours. Let's discuss what works for you and AER during the interview process.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.

Unfortunately, we are unable to accept applications via email, telephone, or social media platforms. To be considered for this position, please submit your application using the link provided. Applications submitted through any other channel will not be reviewed.