Admin and Office Specialist

Miquido is looking for an Admin and Office Specialist for a full-time position, to work in a hybrid set-up - 4 days from the office in Kraków.

Responsibilities

• Coordinate the sales invoicing process, including collecting and verifying data from Project Managers and passing structured information to the accounting team

• Supervise invoice flow in SaldeoSMART: entering documents, checking workflow accuracy, monitoring payment deadlines, and proactively preventing approval delays

• Work closely with the accounting team and support the settlement of integration and training budgets

• Organize business trips, meetings, and team events (transport, accommodation, catering) and prepare data needed for travel expense settlements

• Coordinate document flow and ensure proper information circulation within the company

• Organize and manage day-to-day office operations, including administrative support

• Manage office space and equipment (furniture, food supplies, office and hygiene products), take care of conference room aesthetics and order, and cooperate on an ongoing basis with the building manager, technicians, and cleaning team

• Organize company events and internal meetings, including catering coordination and cooperation with external vendors

• Handle incoming and outgoing correspondence, including sending documents to clients

• Support employee onboarding and offboarding processes (e.g. preparing workstations, issuing and collecting access cards, shipping documents and equipment)

• Manage company payment cards: monitor expiry dates, analyze links with tools and services, verify and assign cards to proper subscriptions, disconnect unused tools, and ensure continuity of key subscriptions

• Cooperate closely with the marketing team, providing organizational support for events (occasionally requiring work outside standard hours)

• Welcome guests and cooperate with vendors, including monitoring the quality of provided services

  
  

Requirements

• Minimum 2 years of experience in a similar, independent role

• Strong decision-making skills and responsibility for taken decisions

• High level of independence, including initiating and end-to-end execution of tasks

• Excellent work organization and ability to plan team activities

• Optimization mindset - identifying improvements, proposing ideas, and implementing them

• Strong focus on data confidentiality and personal data protection, including educating employees in this area

• Ability to manage administrative and company process-related projects

• Ability to plan, implement, and communicate company-wide processes

• Very good command of English (B2 level)

About the recruitment process:

If you apply for this position and your profile matches our expectations, you will be invited to:

- a 30-minute online screening call with Ania, Recruitment Specialist;

- a 1-hour interview at our Kraków office (optional) with Ania and Paulina, Office & Project Specialist;

- a final 30-minute meeting at our Kraków office with Marcin, Head of Finance.

What do we offer?

• ambitious, creative, talented & highly experienced team

• contributing to projects for clients all over the world

• flexible working hours

• private health insurance, MultiSport Card, HearMe platform and other goodies