Internal Operations Coordinator (AI)

TL;DR

Internal Operations Coordinator (Administration): Managing the Warsaw office and internal operational processes with an accent on facility management, vendor relations, and executive support. Focus on optimizing operational bottlenecks, coordinating business travel, and organizing company-wide events.

Location: Hybrid; regular presence (at least 3 days a week) in the Warsaw office is required

Company

An AI solutions provider focused on shaping how companies worldwide utilize artificial intelligence within a collaborative software house environment.

What you will do

• Maintain the Warsaw office as a premium workplace and manage coworking providers across five Polish cities.
• Coordinate the work of the Office Receptionist and handle relationships with building management and vendors.
• Identify operational bottlenecks and drive internal improvement projects end-to-end.
• Organize company-wide business travel while optimizing costs.
• Plan and execute company-wide events and smaller team integrations, managing both logistics and budget.
• Provide administrative support and execute special projects for the management board.

Requirements

• 3+ years of experience in office management, internal operations, or administration.
• Proactive, self-starter mindset with a practical approach to problem-solving.
• Experience in logistics, including business travel, event planning, and budget management.
• Fluent Polish and good working English (B2+).
• Proficiency with Google Spreadsheets and MS Office.
• Ability to work from the Warsaw office at least 3 days per week.

Nice to have

• Experience supporting a Management Board or senior leadership team.
• Experience with invoicing, expense workflows, or perks administration.
• Experience negotiating with office, facility, or service providers.
• Previous team lead or coordination experience.

Culture & Benefits

• B2B contract.
• Modern office in Widok Tower with a great view.
• External training budget and access to modern AI tools.
• Medical care, Multisport, free lunches, and office snacks.
• Data-driven mindset and open, collaborative work environment without corporate stiffness.