Office Manager

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 and managing hardware and software, including mobile phones

Designing and implementing office policies by establishing standards and procedures measuring results against standards; making necessary adjustments.

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 mail for sending, collecting and redistributing incoming mail to appropriate personnel

Administration of incoming documentation by uploading and registering documents, invoices and supplier contracts to our internal system

Performing wide range of clerical duties such as filing, scanning, copying and archiving documents

Welcoming and greeting on-site guests, clients and customers, determine nature of business and announce visitors to appropriate personnel

Co-organizing social, integration, team-building events for internal staff, arranging division meetings and travels of staff

Administration including onboarding and outboarding of benefits, monitoring and updating deductions, sending MS cards, group benefit invoicing, etc. (Medicover,UNUM,Multisport,Cafeteria)

Employee/Contractors/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 Polish and English