Internal Operations Specialist

TL;DR

Internal Operations Specialist (Operations): Managing day-to-day office facilities and internal operational processes with an accent on vendor relations, event logistics, and administrative support for the management board. Focus on driving operational improvements, optimizing business travel, and ensuring a seamless hybrid work environment for teams across Poland.

Location: Must be based in Warsaw, Poland (Hybrid: minimum 3 days per week in the office).

Company

An AI-focused software house dedicated to building and scaling innovative AI solutions for global clients.

What you will do

• Maintain the Warsaw office as a premium, welcoming workplace and manage facilities.
• Coordinate relations with coworking providers and support remote teams across five Polish cities.
• Oversee the daily work of the office receptionist and provide administrative support to the management board.
• Plan and execute company-wide events and team integrations, including logistics and budget tracking.
• Manage business travel arrangements and optimize associated costs.
• Handle vendor relationships, negotiate terms, and process invoices through electronic workflows.

Requirements

• 3+ years of experience in office management, internal operations, or administration.
• Fluent Polish and English (B2+) proficiency.
• Strong sense of ownership and a proactive, hands-on approach to problem-solving.
• Proven experience in logistics, event management, and budget coordination.
• Proficiency with Google Spreadsheets and MS Office.
• Must be able to work from the Warsaw office at least 3 days per week.

Nice to have

• Experience supporting senior leadership or management boards.
• Background in invoicing, expense workflows, or perks administration.
• Experience negotiating with facility or service providers.
• Previous team lead or coordination experience.

Culture & Benefits

• B2B contract engagement.
• Collaborative environment with a data-driven mindset and minimal corporate bureaucracy.
• Access to external training budgets and modern AI tools.
• Comprehensive benefits including medical care, Multisport, and free office meals.
• Regular team meetups and company-wide events.