Head of Office, Gdansk - Poland

Keep the office running. Help the people thrive. We're looking for a Head of Office for our office in Gdansk, Poland. This is a manager-level position, primarily office-based, and you will report to the Global Head of Shared Services. The role has no direct reporting colleagues – instead, you work in close cooperation with line managers and local leaders across the office. Travel is limited to occasional trips to Denmark, typically 1–2 times per year. Purpose of the role As Head of Office, you are the local anchor point of LEMAN's Gdansk office with approx. 70 colleagues. You make sure the office runs smoothly from an administrative, workplace and people perspective and you help build a culture where colleagues enjoy coming to work and are proud to be part of LEMAN. Think of the role as the assistant coach of the Gdansk organisation. The functional leaders are the head coaches of their teams; you work alongside them – close to the people, trusted by the leaders, and focused on helping every team perform and thrive. This is not a managing director or operational leadership role. Service delivery, operational KPIs and department results remain with the functional leaders. Your contribution is a well-run office, strong leaders and an engaged organisation. The Head of Office supports colleagues across both of our service models – the Service Setup and the Dedicated Setup. Operational ownership remains with the relevant GSS operational leadership or the receiving country/function, depending on the service model. Key Responsibilities What the role is not Success in the role - Office administration and daily operations - Own the day-to-day administration of the Gdansk office and make sure local processes run efficiently and compliantly - Handle employee administration, including absence, leave and sickness registration - Manage office-related contracts, rent and office-related payments - Act as the local administrative focal point for colleagues, leaders and Group functions - Culture, engagement and workplace experience - Drive initiatives that strengthen employee engagement, wellbeing and pride in working for LEMAN - Create a positive employee experience and a workplace people want to come to - Be visible and approachable in the office, contributing to team cohesion and retention - Leadership support and business partnering - Act as a trusted business partner and sparring partner to local department managers - Host a weekly management meeting with the local department managers to discuss office development strategies, employee motivation and leadership direction - Coach leaders and help them address engagement, wellbeing and people issues before they escalate - Support managers in difficult people situations – always through, never around, the line manager - Follow engagement indicators, ask the right questions and challenge leaders constructively - Collaborate with Operations, IT, Finance and other functional leaders on employee matters, recruitment and organisational topics - Budget, vendors and local representation - Support office-related budgeting and follow up on administrative costs and facility spending - Manage relationships with landlords, facility suppliers and other local service providers, including entering vendor agreements - Represent the company locally, e.g. signing employment contracts and HR documentation and handling contact with Polish authorities, under a power of attorney - Not a direct people manager – department managers remain the line managers of their teams - Not an alternative reporting line for colleagues - Not responsible for service delivery, operational/productivity KPIs, process improvement or P&L - Not the owner of salary or department budgets Success is measured mainly by the health of the Gdansk organisation, shared with the local leaders: - Employee engagement and satisfaction - Workplace culture and wellbeing - Well-functioning, compliant office administration - Contributing to generating high-performing teams - Specific KPIs and 6/12-month goals to be defined with the hiring manager Who you are Experience - At least 5 years of relevant experience, ideally 5–10 years - Background from e.g. office management, administration, facility management, HR, people operations or employee engagement – not necessarily from an identical role - Proven strength in both structured administration and work with culture and engagement - Experience supporting, coaching or advising leaders – and influencing without formal authority - Fluent Polish and professional English - Relevant education Personal qualities - Trusted, approachable and visible – people naturally come to you - Structured and reliable; you keep the "boring stuff" under control - Confident enough to challenge leaders constructively - Takes ownership and finds the right way to do things with a high degree of autonomy - Genuinely cares about people and workplace culture What we offer - A newly established role where you shape the office and its culture from the start - Close collaboration with the Global Head of Shared Services and leaders across the business - An international company with flexible work, built on trust and responsibility - Base salary: PLN 20,000–30,000 gross per month, depending on experience About Us We are a global company with roots dating back to 1900 and an ambition to continuously evolve. With more than 100 years of experience, we combine deep industry expertise with a modern, people-centric culture. We are Proudly driven by People. At the same time, we are a Right sized partner: large enough to deliver globally, yet small enough to remain close, flexible, and responsive. With us, you will have the opportunity to take responsibility, make a difference, and be seen and heard.