Office Coordinator

We are looking for a highly organized and proactive Office Coordinator to keep our office running smoothly and support operations in personnel administration and finance.

This is a hands-on role with a wide scope — perfect for someone who enjoys variety, responsibility, and being at the heart of a well-functioning workplace.

The position requires working on-site.

What you will do:

Office Management

• Ensure smooth day-to-day operations of our office.
• Manage office purchases — monitor stock levels, handle ordering of supplies and equipment, and coordinate deliveries.
• Manage communication with suppliers and service providers (e.g. cleaning, building access, parking, phones).
• Coordinate office maintenance and repairs.
• Handle incoming and outgoing correspondence.
• Organize meetings, events, and travel arrangements.
• Respond to internal inquiries related to equipment, office needs, and general support.

Personnel Administration & Finance Support

• Administer the HR system and maintain employee records.
• Prepare employee documents, collect required signatures, and ensure proper archiving.
• Coordinate employee benefits programs (medical care, sports card).
• Manage access rights, licenses, and internal tools for employees.
• Assist with invoice handling, settlement of business trips, and general finance admin.

What we are looking for:

• Minimum of 1 year of experience in office coordination.
• At least C1 proficiency in Polish and B2 proficiency in English.
• Good communication and interpersonal skills.
• Attention to detail.
• Proactive approach and accountability for assigned tasks.
• High level of discretion and confidentiality when dealing with sensitive information.
• Knowledge of Google Sheets/Excel.

Nice to have:

• Experience with business travel settlement and reimbursement processes.
• Familiarity with Notion or similar internal documentation tools.
• Previous experience in personnel administration and/or finance support roles.
• Knowledge of labor law and HR regulations.

What we offer:

• Salary range PLN 7000-10000 net+VAT for B2B contract or PLN 6000-8300 gross for contract of mandate.
• Benefits package including medical coverage and a sports card.
• Opportunities to expand your skills and knowledge.
• A friendly, supportive, and collaborative work environment.
• Convenient office location in the heart of Mokotów, near Plac Unii Lubelskiej.
• 'Pizza Fridays' and occasional team-building events for integration.