Administration and Office Lead

This position is based in Poland and follows a hybrid model, requiring four days per week in the Kraków office, with the business trips to Warsaw.

WHAT YOU'LL DO

As Poland Administration Lead, you will help create a well-organized, welcoming, and positive workplace. You will manage the daily running of the Kraków office, support employees and guests, and help make sure office processes work smoothly.

You will:

• Coordinate the daily operations of the office and make sure administrative processes run smoothly.

• Manage office supplies, equipment, resources, and inventory, ensuring everything needed for daily work is available.

• Coordinate with building management, vendors, and service providers on office maintenance, repairs, safety, and improvements

• Partner with the PC team to support employee onboarding and help new joiners have a positive first experience.

• Coordinate onboarding logistics, including workspace readiness, access, and first-day support.

• Support budget preparation, track office expenses, and monitor office-related spending.

• Help maintain a clean, safe, and comfortable office environment.

• Plan and coordinate in-house and off-site activities, including office events, team gatherings, and employee experience initiatives.

• Welcome guests and visitors, ensuring they have a professional and friendly experience.

• Manage travel arrangements, including flights, hotels, and related logistics.

• Suggest and implement simple improvements that support employee experience, engagement, and office culture.

WHAT WE'RE LOOKING FOR

We are looking for a proactive, organized, and people-focused Administration Lead with solid experience in office management, workplace coordination, or administration. The ideal candidate is positive, reliable, and enjoys supporting people and creating a great office experience.

You will bring:

• Solid experience in office administration, workplace management, operations, or a similar role.

• Excellent communication and stakeholder management skills.

• Strong collaboration skills and the ability to build good relationships with employees, vendors, and leaders.

• A practical, solution-focused approach to solving problems.

• Good planning and coordination skills, especially for office projects and events.

• Polish at advanced or native level and English at upper-intermediate level or higher.

• Strong verbal and written communication skills.

• The ability to manage several tasks at the same time and stay organized.

• A positive and supportive approach, with the ability to help build an inclusive and welcoming work environment.

• Strong ownership, reliability, and the ability to complete tasks on time.

• Good prioritization skills and the ability to adapt when needs change.

• Strong attention to detail.

• A service-oriented mindset and focus on providing a great employee and guest experience.

• Confidence in tracking office budgets, expenses, supplies, and vendor-related costs.

• A team-oriented approach and willingness to contribute to a collaborative office culture.

• Experience in the IT industry would be an advantage.