Senior Administration Specialist

About SHEIN SHEIN is a global online fashion and lifestyle retailer, providing an extensive range of affordable, SHEIN-branded apparel and products sourced from a global network of vendors. Since our founding in 2012, we have expanded to serve customers in over 160 countries worldwide. Our EMEA headquarters are in Dublin, and we now operate over 15 offices across the EMEA region. At SHEIN, our culture is driven by our core values: Customer First, Take Ownership, Deliver Results, Make Change, and Celebrate Diversity. These are not just words, they are the principles that guide our work as we strive to meet the needs of our customers around the world. Department: Administration Location: Kąty Wrocławskie, Poland Employment Type: Full-time About the Role As a Senior Administration Specialist, you will play a key role in driving operational excellence across the Europe Fulfillment Network. Beyond managing daily administrative operations, you will independently own functional areas, lead cross-functional initiatives, optimize processes, mentor junior team members, and continuously improve workplace experience. We are looking for someone who combines strong execution with business awareness, demonstrates ownership, and can influence stakeholders across different functions and cultures. Key Responsibilities Workplace & Facilities Management - Independently manage office and warehouse administrative operations. - Ensure workplace facilities, meeting rooms, common areas, and office environments operate efficiently. - Lead workplace improvement initiatives, office expansion, relocation, renovation, and space optimization projects. - Identify operational risks and proactively implement preventive actions. Employee Experience - Drive initiatives to continuously improve employee experience and workplace satisfaction. - Design and optimize administrative services from an employee-centric perspective. - Support employee onboarding, relocation, travel, accommodation, transportation, and workplace services. - Handle complex employee service requests and provide effective solutions. Vendor & Procurement Management - Own supplier relationships across assigned categories. - Lead vendor sourcing, evaluation, quotation comparison, contract negotiation, and performance reviews. - Monitor service quality through KPIs and SLAs. - Drive continuous cost optimization while maintaining service quality. - Manage administrative budgets, purchase requests, invoices, and expense control. Project Management & Process Improvement - Lead cross-functional administrative projects from planning through implementation. - Develop and continuously improve administrative SOPs, policies, and standards. - Drive administrative digitalization and operational efficiency initiatives. - Analyze operational data and identify opportunities for improvement. Cross-functional Collaboration - Partner closely with HR, Finance, Procurement, IT, Legal, Security, Operations, and external stakeholders. - Balance different stakeholder expectations while ensuring business objectives are achieved. - Represent the Administration function in regional initiatives and business projects. Team Support & Leadership - Coach and mentor junior administration specialists and management trainees. - Share best practices and improve team capability. - Support workload planning and knowledge transfer. - Act as the backup for the Administration Supervisor or Manager when required. Qualifications - Bachelor's degree or above. - 3+ years of experience in Administration, Office Management, Facilities Management, Workplace Services, or related functions. - Experience managing administrative projects independently. - Strong vendor management and stakeholder management skills. - Excellent organizational and communication skills. - Fluent English; Polish is highly preferred. - Advanced Microsoft Office skills. Preferred - Experience in logistics, warehousing, manufacturing, retail, or e-commerce industries. - Experience working in multinational companies. - Experience supporting multi-site operations. - Experience in procurement, budget management, or workplace projects. - Basic project management knowledge or certification is a plus. Benefits & Perks - Private medical care at Luxmed - Fully employer-funded life & health insurance at Nationale-Nederlander - Multisport card - Subsidized lunches for 1 PLN (meat, vegetarian, or Chinese options) - 30% discount at SHEIN - Free parking - Company benefit fund - Employee referral program - Multiple team-building activities throughout the year - Fruits and healthy snacks at work