Office Administrator

About the role

In this role, you will keep our Warsaw office running smoothly as part of the CEE Office Support Team, coordinating daily operations, facilities, and vendor relations. You will ensure the workspace is well maintained, processes align with company standards, and employees have everything they need to stay productive and comfortable, directly contributing to an efficient, welcoming office environment.

Responsibilities

• Maintain and continually improve the office environment to keep it functional, well-organized, aesthetically pleasing, and well-maintained, ensuring all necessary office supplies and materials are readily available for daily operations
• Own the identification and follow-up of office maintenance issues to minimize downtime and disruptions, driving timely resolution through proactive reporting and coordination with relevant vendors or building management
• Collaborate closely with facility service providers, internal operational teams, and the Regional Office Support Manager CEE to coordinate services, align expectations, and ensure smooth day-to-day office operations
• Manage facility service providers, including cleaning, catering, postal, and security services, maintaining positive and effective working relationships to ensure consistent service quality
• Receive, sort, and distribute daily mail and deliveries to ensure timely and accurate internal correspondence and package handling
• Ensure the office is appropriately stocked with office supplies, food products, beverages, and other everyday essentials by monitoring inventory levels and coordinating replenishment as needed
• Welcome and assist office visitors, coordinate guest and client visits, ensure meeting rooms are properly prepared, and support the organization of office events to provide a professional and hospitable experience
• Schedule group meetings and maintain calendars to support efficient coordination of internal and external appointments and gatherings
• Conduct research and prepare reports to support planning, decision-making, and operational transparency for relevant stakeholders
• Work with internal company systems by entering and maintaining relevant data and documents, ensuring that all information is accurate, complete, and kept up to date for operational and reporting needs
• Manage contracts and support price negotiations with office vendors and service providers, as well as matters related to office leases, in cooperation with the direct Manager and Legal and Finance teams
• Develop and implement office procedures and standards to support effective, consistent, and scalable office operations across stakeholders
• Support office financial objectives by preparing the annual budget, planning and monitoring expenditures, analyzing variances, and implementing corrective actions when needed
• Participate in regular operational meetings with the Regional Office Support Manager CEE, the CEE Office Support Team, and other relevant operational teams to share updates, align priorities, and contribute to continuous improvement of office operations

Requirements

• Practical experience with 2+ years in office administration or a similar administrative support role
• Strong knowledge of office administration responsibilities, systems, and procedures in a dynamic corporate environment
• Advanced proficiency with MS Office tools, particularly Excel and Outlook, for day-to-day office operations and reporting
• High level of organisation and attention to detail, ensuring accuracy and quality across all administrative tasks
• Excellent time management skills with strong ability to multi-task and prioritise work in a fast-paced setting
• Strong resilience and efficiency in working under pressure while maintaining high service standards
• Energetic and proactive approach with a positive can-do attitude and a strong problem-solving mindset
• Confident and effective communication skills in English, both written and verbal, for collaboration in a multicultural and distributed work environment
• Openness to using AI tools or willingness to learn and adopt new digital productivity solutions (nice-to-have)