The Office Specialist will play a crucial role in supporting the day-to-day administrative tasks and ensuring the smooth functioning of our office operations.
Responsibilities:
- Provide administrative & workplace support to ensure efficient office operations (i.e. office cleaning coordination, providing IT equipment to our team members with the support of our IT team).
- Provide administrative assistance for employees in Poland (contracts, medical insurance, etc.)
- Act as the administrative interface with our Services Providers and local authorities (ex: office maintenance, landlord, cleaning service, ZUS, Embassies, etc.)
- Support local accounting need (collecting invoices, initiating payment requests, etc.)
- Handle incoming/outgoing calls, emails, shipments, and correspondence, redirecting them as appropriate.
- Manage travel arrangements with our local provider.
- Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility of documents.
- Assist in organizing company events and gatherings.
- Perform general clerical duties, including signing, photocopying, and mailing.
- Order office supplies and maintain inventory levels.
- Perform other administrative tasks as assigned.
Requirements:
- We are seeking a highly organized and detail-oriented individual to join our team as an Office Administrator based in Warsaw.
- Fluency in Polish and English is essential; proficiency in Ukrainian is a plus.
- Proven experience as an Office Administrator or equivalent.
- Excellent organizational and time management skills.
- Strong verbal and written communication skills.
- Proficiency in Teams & MS Office (Word, Excel, Outlook, PowerPoint).
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and accuracy.
- Professional demeanor and strong work ethic.
- Ability to work effectively both independently and as part of a team.
- Flexibility to adapt to changing priorities and work environments.
Education and Experience:
- High school diploma or equivalent; additional certification in Office Management or related field is a plus.
- Previous experience in a similar role preferred.
- Basic knowledge of Polish labor law would be a plus
Working Conditions:
- This is a part-time, in-office position based in Warsaw (Mokotów), Poland.
- Standard hours of work apply, with occasional flexibility required to accommodate business needs.
Benefits:
- Support of a B2B registration and maintenance by the professional accounting firm
- Recommended provider for medical insurance/ accounting services
- English language courses
- Internal learning opportunities
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