The Office Specialist ensures the smooth, efficient operation of the studio by providing day-to-day administrative, office, and reception support. This role acts as the first point of contact for employees, vendors, and guests, while also contributing to internal communication, office procedures, and cross-departmental coordination. The Office Specialist works closely with the Administration Lead and other teams to maintain a professional, well-functioning workplace environment.
Key responsibilities:
Office & Reception Operations:
- Act as a front-facing representative of the studio, providing professional reception support to employees, visitors, and business guests.
- Manage daily office operations, including supplies, cleanliness checks, reporting faults to vendors/landlord, and ensuring a neat and functional workspace.
- Handle incoming and outgoing mail and parcels: receiving, sorting, distributing, and coordinating shipments across Europe.
- Prepare workstations and materials for new hires, including welcome packs and onboarding documentation.
- Manage meeting room calendars, prepare rooms for meetings, and support coffee breaks or on-site arrangements when required.
- Maintain office shared resources such as parking lists, games/books library, and internal small procedures (e.g., office dog guidelines, rentals).
Administrative Support:
- Serve as the first point of contact for administrative enquiries from studio employees, helping resolve day-to-day matters and escalating when needed.
- Support documentation flow, archiving, contract monitoring, and maintaining administrative procedures and guidelines.
- Prepare summaries, internal announcements, and updates for internal communication channels.
- Assist with describing and processing administration-related invoices and preparing purchase orders.
- Research, onboard, and coordinate cooperation with office suppliers and service providers.
Onboarding & Employee Support:
- Coordinate selected onboarding and offboarding tasks (workstation prep, materials, courier shipments, documentation, equipment coordination with IT).
- Provide on-site support for traveling employees and guests (taxi bookings, catering, logistics).
Travel Coordination:
- Manage basic travel logistics for employees (transportation, accommodation) when required.
- Support visiting guests and employees with on-site travel arrangements.
Vendor & Facility Coordination:
- Coordinate cooperation with courier companies, maintenance vendors, and building services.
- Support workspace improvements, small repairs, and coordination of equipment upgrades or minor office changes.
Cross-departmental Collaboration:
- Work closely with the Administration Lead to support broader administrative operations and ensure alignment across departments.
- Provide general administrative support for HR, Finance, and Operations when needed.
- 3+ years of experience in the office administration, reception, workplace coordination, or similar role.
- Strong communication and organizational skills with the ability to multitask effectively.
- Ability to work independently, solve problems proactively, and maintain professionalism.
- Good command of English (spoken and written) and fluent Polish (spoken and written).
- High attention to detail and consistency in documentation and processes.
- Proficiency in MS Office and/or Google Workspace; familiarity with internal tools is a plus.
What we offer:
- Private medical healthcare including dental treatment for PCF members and their families (Signal Iduna).
- MultiSport card for you and your family members or friends.
- Free library with a wide range of games and books you have unlimited access to.
- In-company Polish and English language classes.
- Fresh fruit, snacks, and beverages for everyone in the office.
- Flexible working hours.
- Free virtual health and mental wellbeing sessions are included in the plan for members and their dependents.
- Personal development opportunities and ability to work in a global environment.
- Work in a creative team with people full of passion for what they do.
We are committed to an inclusive and diverse work culture. PCF is an equal opportunity employer. We do not discriminate based on race, color, ethnicity, ancestry, national origin, religion, sex, gender, gender identity, gender expression, sexual orientation, age, disability, genetic information, marital status or any legally protected status.
