Administrative and Operations specialist

About Us

At Digital Forms, we help companies grow through digital transformation — from process optimization and automation to AI and custom software development. We work with international clients and run fully remotely, supported by a small but mighty team.

Our success depends on strong operations. We believe that clarity, structure, and discipline behind the scenes are what make creativity and innovation possible. That’s why we’re looking for a skilled Administrative & Operations Specialist to keep our company running smoothly day to day.

The Role

As our Administrative & Operations Specialist, you’ll be the organizational backbone of Digital Forms. You’ll make sure things are structured, documented, and completed on time — from contracts and invoices to recruitment support and vendor management. You’ll report directly to the CEO and collaborate closely with our team leads.

This is a senior, hands-on role for someone who takes ownership, enjoys building order from complexity, and wants to ensure that the company’s daily operations are efficient, compliant, and transparent.

Requirements

Key Responsibilities

Administration & Operations

• Oversee day-to-day administrative processes and make sure nothing slips through the cracks.

• Manage contracts — creating, extending, collecting signatures, and archiving.

• Handle invoices: issuing, verifying, collecting, and scheduling payments.

• Coordinate transfers and payments in the bank.

• Maintain order in our internal knowledge base (Notion) for admin and finance processes.

• Support compliance with internal policies (invoice flow, approval rules, procurement).

• Track vendors, renewals, and small procurement tasks.

Finance Coordination

• Communicate with our accountant and external financial partners.

• Support monthly financial closing by ensuring invoices, data, and receipts are complete.

• Help manage budgets for purchases and company expenses.

• Purchase company equipment, software, and other items when needed.

HR & Recruitment Support

• Post job ads, schedule interviews, and coordinate candidate communication.

• Prepare and manage contracts for new hires and contractors.

• Keep track of leave requests, team documents, and onboarding materials.

Travel & Event Coordination

• Book hotels, trains, and flights for the team.

• Organize internal events and company gatherings.

• Help find office or coworking space when needed.

Vendor & Procurement Support

• Research and contact new vendors (e.g., lawyers, marketing agencies, contractors).

• Manage relationships with service providers to ensure smooth cooperation.

Process & Knowledge Management

• Continuously document and improve internal processes.

• Keep all procedures clearly described and up to date in the knowledge base.

Executive Support

• Assist the CEO in coordinating communication between teams, vendors, and partners.

• Follow up on pending issues and make sure things are completed on time.

• Support small operational and sales-related tasks when needed.

Must-Have Qualifications

• Proven experience in administration, operations, or finance coordination.

• Strong organizational and multitasking skills with close attention to detail.

• Excellent communication in Polish and English.

• Confidence in working independently and prioritizing effectively.

• Familiarity with tools like Notion, Slack, Google Workspace, and accounting systems.

Nice-to-Have Qualifications

• Experience working in a remote or international environment.

• Understanding of B2B operations and financial processes.

• Interest in continuous process improvement and documentation.

What We Offer

• Fully remote work (with preference for candidates based in or near Warsaw).

• Flexible working hours and a culture built on trust and accountability.

• Long-term B2B cooperation with room for growth.

• Work directly with the CEO and leadership team, shaping how the company operates.

• A supportive, structured environment where precision and reliability are valued.