The role  

We’re looking for a proactive and highly organized Office Manager to oversee the smooth daily running of our Warsaw hub and ensure a professional, safe, and welcoming environment for all employees and visitors.  

As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and day-to-day employee support; ensuring the hub reflects our culture, brand, and ways of working. This role is essential to creating a reliable, efficient, and positive environment that enables teams to collaborate, focus, and do their best work.  

We are looking for an organized, people-focused professional who enjoys creating order, solving problems, and helping others. Office Manager takes ownership, communicates clearly, and thrives in a role where they are the go-to person for keeping everything running smoothly. A perfect candidate values a strong workplace culture and takes pride in creating a high-quality, consistent employee experience. 

What you will do:  

• Oversee the daily operation of the Warsaw office, ensuring the workspace is clean, functional, safe, and well-equipped.

• Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, and contractors.  

• Manage access control, visitor processes, and deliveries.  

• Work closely with the Head of Events and Workplaces to coordinate maintenance, repairs, and workspace improvements.   

• Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement.  

• Support onboarding and offboarding, including workspace set-up, equipment provisioning, and office orientation.  

• Collaborate with IT to address office technology needs and maintain hardware inventories.  

• Maintain and communicate local office procedures, workplace guidelines, and health & safety requirements.  

• Support health & safety administration, including incident reporting, drills, and compliance documentation.  

• Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money.  

• Provide friendly, responsive onsite support for employees’ day-to-day needs and workspace requests.  

• Assist with onsite meetings, workshops, leadership visits, and small office celebrations (set-up, catering coordination, materials).  

• Support local initiatives linked to the Events & Workplaces portfolio, contributing to a positive workplace culture.  

Requirements: 

• 3+ years of experience in office management, facilities coordination, hospitality, or administrative operations.  

• Excellent organizational skills and strong attention to detail.  

• Confidence managing multiple projects, stakeholders, and suppliers simultaneously.  

• Clear and professional communication skills (written and verbal).  

• A proactive, problem-solving mindset and ability to adapt when plans change.  

• Experience with workplace tools, ticketing systems, or project coordination.  

• Fluent Polish and business-level English (native or near-native proficiency).  

Nice to have:  

• Experience in coworking environments or with landlord/vendor management.  

• Knowledge of health & safety processes.  

• Basic comfort with IT/AV troubleshooting.  

• Interest in workplace culture, sustainability, and employee experience.