Office Coordinator

Information about the offer
  • Offer ID:
  • Category: Administration
  • Place: Warsaw , Poland
  • Minimal level of education:
  • Minimal experience: University Education (Master, Engineer, etc.)


Due to the continuous growth of our office in Warsaw we are looking for organized and
motivated colleague who will join our team as an Office Coordinator. You will be responsible for facilitating the efficient functioning of an office by performing a range of administrative, clerical, financial and managerial tasks for our branches in the country.

Work IT with us!


* Maintenance of office services - organizing office operations and procedures
* Maintenance of office supplies – controlling available supplies, ordering new supplies, making purchase orders and anticipating budget for supplies
* Ordering hardware and software, including mobile phones
* Designing and implementing office policies by establishing standards and procedures measuring results against standards; making necessary adjustments.
* Reviewing and implementing the company's health and safety policy; ensuring they are observed; arranging necessary trainings for employees
* Arranging regular testing for electrical equipment and safety devices
* Maintaining the condition of the office and arranging for necessary repairs
* Managing relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
* Managing contracts and price negotiations with office vendors, service providers and office lease
* Acting as a point of contact for external suppliers, building administrator, external institutions (Tax Office) and courier company
* Keeping company documents updated, arrange for necessary adjustments
* Managing documents flow between company branches
* Management of incoming and outgoing post – preparing outgoing post mail for sending, collecting and redistributing incoming post mail to appropriate personel
* Administration of incoming documentation workflow- uploading, registering, scanning and archiving documents
* Welcoming and greeting on-site guests, clients and customers, determine nature of business and announce visitors to appropriate personel
* Co-organizing social, integration, team-building events for internal staff, arranging division meetings and travels of Staff
* Managing & filling all company documents - contracts with customers, suppliers, b2b contracts, etc.


* At least 3 years of proven office management, administrative or assistant experience
* Knowledge of office management systems and procedures
*Excellent time management skills and ability to multi-task and prioritize work
* Attention to detail and problem solving skills
* Excellent written and verbal communication skills
* Strong organizational and planning skills
Proficiency in MS Office
* Fluent English, French or German is a plus

* Flexible working hours
* Home Office up to 2 days weekly
* Benefit platform
* Multisport Card
* Private healthcare
* Learning platform UDEMY
* Life insurance
* Referral bonus
* Early boarding bonus
* Relocation bonus
* Teamwork and collaboration within
a team of professionals
* Possibilities to implement your own
* Work in a dynamic and international
environment with daily use of
* A seat in our office in the heart of


Negotiable depending on candidate's seniority