Administration and Office Team Leader

About SINGU

At SINGU, we’re redefining how the world’s most ambitious real estate companies run their operations. Our mission is to become Europe’s leading platform for managing warehouse, logistics, retail, and multi-site commercial real estate portfolios — empowering our Clients to protect revenue, boost efficiency, and unlock new value across every aspect of their business.

Our unified CAFM platform already powers the daily operations of over 250 million m² of real estate worldwide, supporting more than 500,000 professionals.Following our union with the UK’s Micad and Germany’s net-haus, we now help manage 100,000+ buildings across 35+ countries — and we’re just getting started.

Backed by a leading growth equity investor, we’re scaling rapidly and partnering with global leaders such as Prologis, ECE, CTP, Hillwood, Logicor, GLP, and Unibail-Rodamco-Westfield. As we continue to grow through strategic acquisitions and bold innovation, we stay true to our core values: adaptability, collaboration, and client focus.

If you’re ready to help build Europe’s leading platform for property operations — and make a tangible impact on how the real estate industry works — join SINGU and be part of this transformation.

About the role

We're scaling our administration function across Kraków and Warsaw, and we need someone who can lead it with confidence. We're growing, opening up cross-border work with our UK team, and the person in this role will shape how administration scales with us.

You'll own the team, the budget, and the standards — leading the on-site ADM team in Kraków, working closely with our Office Manager in Warsaw, and keeping the bar high on how the office runs.

Hybrid, based in Kraków — 2–3 days from the office per week, with regular travel to Warsaw.

What you'll do:

• Lead and develop the administration team — set priorities, delegate, support growth, and run recruitment for new ADM roles

• Run the Kraków office day-to-day and coordinate task flow with the Office Manager in Warsaw

• Own the admin, events, and training budgets — plan, track, and report to senior leadership

• Manage vendors, contracts, and insurance policies (liability, cyber, Risk Ledger), including negotiations and renewals

• Own the events calendar for Poland — lead offsites, all-hands, and conferences end-to-end

• Oversee the hardware lifecycle across both offices, including leasing and the T-Mobile contract

• Drive administrative standards, processes, and compliance (BDO, insurance, DMS, reporting)

• Lead cross-functional projects with IT, HR, Finance, and Legal, and align processes between Poland and the UK

• Drive employee experience across locations, together with the People & Culture team

What we're looking for:

• 4+ years in office management, administration, or operations, including direct people management

• A confident people leader — you delegate, give direct feedback, and build a team that operates independently

• Proven experience leading cross-functional and international projects end-to-end

• Hands-on budget management — planning, tracking, and reporting

• Strong vendor management and contract negotiation skills

• Track record of organising large-scale company events

• Solid grasp of end-to-end administrative processes: procurement, equipment lifecycle, business travel, compliance, and documentation

• A sharp eye for process gaps — you spot what can be streamlined and act on it

• Comfortable juggling multiple areas without losing the detail

• Goal-oriented with strong ownership — you manage outcomes, not just tasks

• Calm under pressure, flexible, and adaptable

• Fluent English and Polish, written and spoken — this is a must, not a nice-to-have

Nice-to-haves:

• Experience in a tech or SaaS environment

• Cross-border operations experience, particularly Poland–UK/DE/EU

• Experience setting up or scaling an office

• Familiarity with project management tools

What we offer:

• Attractive employment terms — depending on your experience, 8,000–10,000 PLN gross on a Contract of Employment or 9,600–12,000 PLN net on B2B

• Impact at scale — help shape the operational backbone of a high-growth SaaS company with global reach and clients like Prologis, CBRE, Unibail-Rodamco-Westfield, Auchan, Savills, NEPI Rockcastle, and Logicor

• Category leadership — be part of the #1 PropTech brand in facility, maintenance, and ESG management

• Organic and M&A growth — M&A is a big part of our plans, and we're on a mission to consolidate our space and build a European champion

• Collaborative culture — work alongside a curious, international, mission-driven team that values learning, ownership, and giving back

• Flexibility & autonomy — hybrid working model, annual learning budget, office-led social initiatives (yoga, soccer, company retreats, happy hours, Wednesday breakfasts), and the freedom to drive initiatives