Office Manager

Svitla Systems Inc. is looking for an Office Manager for a full-time position (40 hours per week) to work from the office in Kraków, Poland.  

Requirements

• Minimal experience in office management or administrative support is desirable.

• Strong organizational and multitasking skills.

• High attention to detail and accuracy.

• Ability to communicate effectively with multiple stakeholders.

• Basic technical knowledge (Windows, macOS, equipment setup).

• Experience handling deliveries, logistics, or customs processes is an advantage.

• Fluency in Polish and English (written and spoken), Ukrainian is desirable.

  
  

Responsibilities

• Manage all office correspondence: collect parcels and letters from reception.

• Communicate with reception managers regarding questions or requests.

• Handle the monthly dispatch of multisport cards, including preparing letters and coordinating delivery.

• Maintain inventory of office supplies and packaging materials (boxes, tape, stationery).

• Serve as the office fire safety coordinator.

• Maintain an up-to-date log of office access cards: issuance, return, and validity dates.

• Issue temporary access cards to permanent and temporary employees.

• Ensure signing and collection of access card receipt protocols.

• Maintain inventory of branded merchandise and coordinate new orders with the Brand Department in Ukraine.

• Pick up branded materials from the pickup point in Kraków.

• Track submission of Welcome Pack and Anniversary forms.

• Prepare, pack, and arrange delivery of gifts (anniversary, feedback, or newborn/wedding gifts).

• Maintain inventory of office equipment and small frequently used items (headphones, mice, etc.).

• Assist with reinstalling/updating macOS and Windows, and support IT with Intune installation.

• Coordinate maintenance or repairs with service centers.

• Ensure proper return of equipment to the Kraków office: verify completeness, functionality, and cleanliness, and report updates to IT and management.

• Work with Mojo tickets: update shipment statuses and process requests.

• Prepare and pack equipment for shipment and send Hardware Protocols for completion.

• Coordinate exchanges or returns with electronic stores when needed.

• Manage customs clearance for parcels arriving from outside the EU.

• Communicate with customs offices and delivery services.

• Store and submit customs documentation to accounting.

• Resolve issues with parcels that require additional documents or are delayed at customs.

• Assist with organizing the company's participation in conferences.

• Order printed materials, sweets, and conference supplies; coordinate production at print houses.

• Arrange delivery of materials (roll-ups, banners) directly to conference venues.

• Organize office events and support visits from company leaders or teams.

• Handle hotel reservations, ticket booking, logistics, and workspace arrangements.

• Secure conference room rental in coworking spaces and issue access cards.

• Assist during events and arrange restaurant reservations for team dinners.

  
  

We offer

• US and EU projects based on advanced technologies.

• Competitive compensation based on skills and experience.

• Regular performance appraisals to support your growth.

• Flexibility in the workspace, either remote or in our welcoming office.

• Comprehensive medical insurance after one month.

• MultiSport card with access to 2500 sports facilities all over Poland

• Bonuses for recommendations of new employees.

• Bonuses for article writing, public talks, and other activities.

• 15 vacation days, 10 national holidays, 10 sick leaves, and family days off.

• Personalized learning program tailored to your interests and skill development.

• Free tech webinars and meetups organized by Svitla.

• Welcome and anniversary presents, gifts for children, and more.

• Regular corporate events and meetups.

• Awesome team, friendly and supportive community!