Office Manager

Why you'll love working at Xceedance

• The people - we're a diverse group of fun-loving people with a range of talents, yet we are all focused on one goal - delivering the best possible service to our clients.

• Your development - we don't just talk about your development, we have a rigorous set of policies in place to drive your development month after month. Regular training, mentoring, networking. Plus your own development budget.

Job Summary

The Senior Manager – Workspace & Facilities will be responsible for overseeing end-to-end facilities management, workplace operations, travel coordination, ESG initiatives, business continuity planning (BCP), event management, and health & safety for the Krakow office.

This is a site-focused leadership role, ensuring smooth day-to-day operations, regulatory compliance, employee experience, and efficient travel management, while aligning with broader organizational standards.

Key Responsibilities

• Oversee day-to-day facility operations including administration, maintenance, and vendor management.

• Ensure optimal space utilization, workplace experience, and operational efficiency.

• Manage facility budgets, contracts, and service delivery performance.

• Coordinate business travel including ticketing, accommodation, and visa support with company guidelines.

• Manage client visits including logistics, hospitality, and meeting arrangements.

• Support execution of ESG and sustainability initiatives within the Krakow office.

• Track and report local ESG metrics (energy usage, waste management, etc.).

• Implement and maintain BCP frameworks for the Krakow office.

• Conduct periodic risk assessments and BCP drills.

• Coordinate with IT, security, and leadership teams during incidents.

• Plan and execute office-level events, leadership visits, and internal engagements.

• Manage logistics, vendor coordination, and budgets for events.

• Ensure high-quality employee and visitor experiences.

• Ensure compliance with local occupational health & safety regulations in Poland.

• Implement emergency response procedures and safety training programs.

• Act as the primary point of contact for Krakow office-related stakeholder interactions.

• Consistent and effective use of approved AI‑enabled tools to support daily work, enhance team collaboration, and improve overall operational efficiency.

Requirements and skills:

• 5–10+ years of relevant experience in facilities, travel management, and workplace operations.

• Bachelor’s/master’s degree in Business Administration, Facilities Management, Travel, or related field.

• Good understanding of health & safety regulations and compliance requirements in Poland/EU.

• Proficiency in MS Office (MS Excel and MS Outlook, in particular)

• Experience in vendor management, budgeting, and contract negotiations.

• Excellent time management skills and ability to multi-task and prioritize work

• Strong stakeholder management and problem-solving skills.

• Exposure to ESG and BCP frameworks is preferred.

• Advanced proficiency in AI tools and framework.

• Advanced (C1 level) proficiency in English, both written and spoken.

What you can expect from us:

• Unique professional and personal development at one of the pioneer companies in professional insurance support.

• Ongoing professional training – to onboard you for a good start and your further professional development.

• Your own growth training budget - use internal and external development opportunities and take advantage of your own budget.

• LUXMED medical cover for you with full dental care, oncological preventive program and additional mental health support with helpline & individual sessions with a therapist.

• Flexible work hours (we start between 7:00 and 10:30 am) with hybrid work model.

• 8-hour work time with a lunch break already included - spend the rest of the day doing what is important to you as intended in the #2h4Family program.

• Private life insurance - 80% of the premium is covered by an employer.

• Employee referral program - we appreciate you recommending your friends to join us.

• Additional days off - to celebrate your birthday, moreover, if you want to have covid vaccine or do a volunteering work, feel free to do so with some extra days off.

• Integration events - monthly delicious breakfasts, movie nights, board game nights, outdoor events.

• Lively and modern office in the City Centre with parking space for employees.

• A supportive and friendly atmosphere created by passionate people.

  This is a fix-term position for a period of 12 months, offered as cover for an employee on leave.