Administrative Services Specialist (Office Manager)

Company Description

Job Description

About the Role:

As an Administrative Services Specialist supporting the Altium Poland Sp. z o.o., you’ll be the operational backbone of our Wrocław office. This is a highly visible, on-site role for someone who thrives in a dynamic, international corporate environment and enjoys wearing multiple hats.

You’ll oversee day-to-day office operations, support employees and management of the company priorities, coordinate cross-functional needs, and help build an energizing, well-run workplace experience. From managing vendors and office logistics to handling administrative and project-based tasks, you’ll play a critical role in keeping the team focused, organized, and moving forward.

This role is ideal for a proactive self-starter who is comfortable shifting between strategic support and hands-on execution, and who takes pride in creating structure within a growing environment.

A Day in The Life of Our Administrative Services Specialist:

• Serve as the primary on-site point of contact for the Wrocław office, ensuring smooth daily operations.

• Support employees and corporate managers with scheduling, coordination, administrative tasks, and operational priorities.

• Manage office logistics including vendors, supplies, facilities coordination, and workplace experience.

• Assist with onboarding coordination, team events, and culture-building initiatives.

• Handle general administrative duties such as travel coordination, expense support, documentation, and internal communications.

• Support cross-functional projects and help remove operational bottlenecks.

• Partner with Finance, HR, and Operations teams to ensure alignment and execution.

• Maintain a welcoming, organized, and high-functioning office environment

• Close collaboration with the Office Manager based in Katowice, including providing mutual backup support and ensuring seamless coverage and continuity of office operations across both locations.

Qualifications

Who you are and what you’ll need for this position:

• Experience in office administration and operational support within a multicultural, international work environment

• Comfortable wearing multiple hats and shifting priorities as business needs evolve

• Highly organized with strong attention to detail and follow-through

• Strong communication skills and ability to work cross-functionally

• Proactive, resourceful problem-solver who thrives with autonomy

• Experience supporting senior leadership or executives preferred

• Tech-savvy and comfortable learning new tools and systems

• Must be able to work full-time in the office in Wrocław

• Requires flexibility, including occasional travel to Katowice to support cross-location collaboration

Additional Information

Our benefits package in Poland:

🏥 Private medical insurance  

❤️ Group life insurance 

🏦 Contributions to your Kafeteria MyBenefit account

🧘 nilo.health, mental health and wellbeing support 

🌍 Remote working abroad program

📚 Professional development support and resources 

🥳 Employee referral program

🥪 Free lunch on Wednesday, snacks, and drinks in the office

🚗 Free parking