(Junior) Office & Administration Specialist

TL;DR

(Junior) Office & Administration Specialist: Support smooth day-to-day operations of offices in Poland with an accent on administrative processes, employee onboarding, and supplier coordination. Focus on managing assets, contracts, workflows, and providing centralized support for regional offices in Slovakia, Czech Republic, and Bulgaria.

Location: Based in Warsaw office, 1 day Home Office per week after adaptation period. Centralized support for offices in Slovakia, Czech Republic, and Bulgaria.

Company

Multinational company with offices across Poland and Central Europe, focused on IT services and operations.

What you will do

• Manage incoming/outgoing post, clerical duties, and sensitive data handling.
• Support new employee onboarding including induction, welcome packs, and IT equipment preparation.
• Administer B2B contracts, monitor invoices and supplier contracts in internal systems.
• Communicate with external suppliers, notaries, and public institutions.
• Manage company documents, contracts, assets (hardware, phones, software), and office supplies.
• Provide admin support to Board members and inputs for ESG reports on CO2 consumption.
• Coordinate office functioning in Poland and support offices in Slovakia, Czech Republic, Bulgaria.
• Maintain office conditions, repairs, cleaning, H&S, and organize events/integrations.
• Consolidate assets, budgets, cost centers, and prepare reports.

Requirements

• Fluent Polish and English
• At least 2 years experience in office coordination or similar position
• Experience handling sensitive/confidential information
• Experience coordinating processes/workflows between teams and locations
• Knowledge of office management systems and purchasing procedures
• Experience cooperating with suppliers and public institutions
• Great communication skills, attention to detail, customer care orientation
• Proficiency in MS Office

Nice to have

• Experience handling allocation and restitution of employee assets

Culture & Benefits

• Work in modern Warsaw office with 1 day Home Office weekly after adaptation
• Internal Mobility Program for career growth and job rotations
• Referral Program with bonuses
• 5/10 Years hirify.global Club gifts for long-term employees
• CSR events, team buildings emphasizing accountability, partnership, expertise
• Cafeteria, medical healthcare, Multisport Club Card, technical/personal training, language courses
• Additionally for CoW: life insurance, personal event bonuses, volunteering day off