Warsaw Poland jobs

Description

A little about you...

• Proven experience as an Office Manager or similar role in a fast-paced environment.
• Experience providing administrative or PA-style support to senior leaders (e.g., diary management, travel booking, correspondence) is highly desirable.
• Experience in tech or fast-growth businesses is a plus.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with office systems and health and safety regulations.
• Familiarity with basic project management skills.
• Familiarity with systems such as the Navan booking platform, SharePoint, Spendesk, Amazon accounts, and similar tools would be a plus.
• Friendly, approachable and personable character, taking pride in being the go-to person in the office.
• Strong work ethic and customer focused.
• Proactive, helpful and a natural problem solver.
• Excellent attention to detail (ability to pro-actively spot issues in the office and fix them).
• Discreet and trustworthy, comfortable handling confidential information when supporting the CEO and the People & Culture team.
• Passionate about customer and colleague experience, ensuring every interaction with Interact is a memorable one.
• Passionate about creating a vibrant and dynamic office atmosphere that boosts employee engagement and fosters a positive work culture.
• Enthusiastic about working in a global setting, engaging colleagues across different offices, cultures, and time zones.
• Strong organisational, multitasking, and time-management skills.
• Flexible, adaptable, and capable of managing competing priorities.
• Excellent communication skills (oral and written) with the ability to engage senior stakeholders effectively.
• Team player who thrives in a collaborative environment.
• Ability to perform effectively while working autonomously.

About the role...

• Oversee the daily operations of the office.
• Use a range of software, including email, spreadsheets and databases, to ensure the efficient running of the office.
• Work pro-actively to ensure the office is a clean, safe, and efficient environment for colleagues to work in.
• Manage office supplies, equipment, and vendor relationships.
• Maintain office layout and equipment.
• Coordinate with IT and other departments to ensure seamless operations.
• Welcome candidates and new hires, enhancing their experience with office tours and hospitality.
• Enforce security protocols for visitors and access management.
• Support operational projects.

• Act as an ambassador for Interact, representing the business positively with colleagues, candidates, visitors, and suppliers, and championing our values (Put People First, We Fix Things, Enjoy Working Differently, Take Pride).
• Contribute actively to creating a great work environment that colleagues are proud of and enjoy coming into.
• Participate in, support, and help deliver culture and engagement activities across our offices in a global setting — working with local teams in the UK, US, Poland, the Philippines and other locations to bring initiatives to life.
• Partner with the People & Culture team on engagement initiatives, celebrations, and moments that matter throughout the employee journey.

• Provide diary management for the CEO, scheduling meetings and coordinating availability.
• Carry out routine administrative tasks on behalf of the CEO.
• Book travel and accommodation for the CEO via our travel platform (Navan).
• Provide ad hoc support to the CEO as needed.

• Provide basic administrative support to the People & Culture team, including document preparation, record keeping, and coordination of routine tasks.
• Support P&C processes and projects with reliable, accurate administration.

• Serve as the primary contact for office-related enquiries.
• Support onboarding logistics, including desk setups and access cards.
• Organise events, weekly lunches, and activities to foster a vibrant office culture.
• Manage travel bookings and assist with international accommodations when needed through our platform (Navan).
• Procure office supplies, SWAG, vouchers, and kitchen stock to meet team needs.

• Oversee office administration systems, including tools like Navan, SharePoint, and WorkLife.
• Maintain accurate records and implement efficient administrative processes.
• Handle reception duties, including answering reception calls, monitoring access logs and chasing managers.
• Support the organisation of company events and conferences.
• Track expenses and purchases to support financial/tax reporting (e.g., P11D).
• Coordinate charity payments and ad hoc administrative tasks.

• Liaise with building management and service providers to ensure compliance with health and safety standards.
• Oversee repairs, renovations, and routine maintenance such as electrical, air con and fire safety checks.

• Manage and track expenses, and negotiate vendor contracts for cost efficiency.

• Ensure adherence to health and safety regulations, including regular updates and audits.
• Conduct health and safety checks using a standard template / checklist.

Benefits

• 25 days annual leave (with the option to buy and sell additional days)
• Cycle to work scheme
• Access to Learning & Development platform
• ‎Life Insurance
• Auto Enrolment Pensions
• ‎Healthshield (Cashback on dental check-ups and fillings, eye tests, physiotherapy, prescriptions and much more
• Reimburse for usage of personal mobile phone
• ‎Free Gym membership and Free Friday lunch for office based staff

About Interact Software