Operations & Administration Specialist

User.com is a no-code marketing automation platform that helps large online businesses turn huge amounts of data into personalized customer experiences. How? By using a single data source for their customers and reaching them in an automated way through a wide range of communication channels, including: email, live chat, chatbot, push notifications, dynamic website content, and many others. All those tools are available in a single place.

User.com (Positive Group Polska) is part of the Positive Group – a European leader in providing comprehensive marketing solutions, with offices in France, Poland, Germany, Italy and Spain. 

Who we’re looking for:

We are currently looking for an experienced Operations & Administration Specialist to take ownership of a wide range of administrative and operational responsibilities that are essential for the smooth functioning of our Warsaw office. This is a mid-level, independent role — you will be the go-to person for office operations, supplier contracts, and document flow, working closely with managers across teams and cooperating with our local and Group-level legal, HR and finance experts.

We are looking for someone who views office management, administration, and operations not just as routine duties, but as key enablers of creating positive experience for employees and stakeholders.

Our ideal candidate has at least 3–5 years of experience in an independent role within the area of administration, office, business operations or HR, and is ready to step into a position with real responsibility and autonomy. If you don’t meet every requirement but feel you could be a great fit, we strongly encourage you to apply !

Key responsibilities of Operations & Administration Specialist:

Office Operations

• Cooperation with the office building administrator, security services, and office suppliers (cleaning services, coffee machine leasing etc.),

• Overseeing office space operations: identifying and reporting defects, preparing meeting rooms, purchasing office equipment and supplies when needed,

• Managing incoming and outgoing mail and parcels,

• Handling company-wide email inboxes,

• Organizing business trips, company meet-ups, and team-building events.

Administration & HR Operations

• Preparing contracts and annexes, ensuring accuracy and compliance (in cooperation with our legal department),

• Managing the creation, updating, signing, circulation, and archiving of all kinds of documents,

• Direct cooperation with our legal and HR teams,

• Monitoring the timely flow of information and documentation, ensuring smooth documents flow between our Polish office and Positive Group HQ in France,

• Categorizing invoices (Saldeo platform) and cooperating directly with the external accounting team,

• Coordination of onboarding and offboarding of employees,

• Supporting recruitment processes in cooperation with People & Administration Manager and team managers,

• Supporting the Customer Success and Sales teams with commission calculations,

• Preparing reports and summaries in Excel.

You are a great match for this position if you:

• have 3+ years of experience in a mid-level independent role in operations, administration, office or HR,

• combine seniority with a strong hands-on approach,

• are detail-oriented, organized, and proactive,

• have experience in an international company with ability to demonstrate an international mindset,

• are a graduate of a business degree (economics, administration, international business or similar) 

• understand Polish labor law and contracts (B2B, UoP, etc.),

• have interest in SaaS business operations (it is a plus),

• have English at C1+ level (including legal contracts language), Polish at C1+ level; knowledge of French is a plus,

• are able to work on-site from our Warsaw office, with occasional remote days.

What we offer:

• stable employment conditions at a company recognized a European leader in providing digital marketing solutions,

• convenient office location in Warsaw (Prosta Office Centre at the Rondo Daszyńskiego),

• subsidized private medical care and FitProfit gym card,

• a contract type of your choice,

• free access to one of the leading education platforms in Poland with a variety of online courses,

• Mac or PC laptop, phone and other equipment you would need,

• any tools, books and online courses you need to be better at what you do.

We kindly request you to submit your CV in English.