Administrative Assistant

Work location: ul. Łopuszańska 32, 02-220 Warsaw, Poland Working arrangement: Full-time, on-site About the Role We are looking for a detail-oriented Administrative and Tax Documentation Assistant to support our office operations in Poland. The role involves handling official correspondence, managing documents, supporting basic VAT-related processes, and coordinating information between internal teams and external organisations. Fluent Polish is essential, as the position requires reading and responding to official documents and correspondence from Polish authorities. Chinese language skills are not required. Key Responsibilities - Receive, review, scan, classify and archive paper and electronic documents. - Read and identify the purpose, requirements and deadlines of correspondence from Polish tax authorities, government bodies and other institutions. - Prepare and submit documents required by public authorities and external professional organisations. - Provide administrative support for VAT registrations, filings, supplementary documentation and authority enquiries. - Check documents for completeness, including signatures, stamps, forms and required translations. - Maintain accurate records of official correspondence, client documents, submission progress, deadlines and outstanding issues. - Follow up on missing information and communicate progress to relevant internal teams. - Coordinate the flow of documents and information between clients, internal teams and external organisations. - Support daily office administration, including printing, document preparation, courier arrangements and postal correspondence. - Report delays, missing documents, unusual requests and potential risks to the responsible manager promptly. Requirements - Fluent Polish, with strong written and verbal communication skills. - Ability to read and understand official Polish correspondence and administrative documents. - Basic working English for internal communication. - Valid legal right to work in Poland. - Strong attention to detail and a responsible working style. - Good organisational and time-management skills. - Comfortable handling a high volume of documents, data and recurring administrative tasks. - Proficiency in Microsoft Word, Excel, Outlook and standard office software. - Ability to follow established procedures and escalate problems promptly. - Good communication and teamwork skills. Preferred Qualifications - Previous experience in administration, document management, accounting, taxation or customer support. - Experience working in an accounting firm, law firm, consultancy or public institution. - Basic knowledge of VAT or other tax-related processes. - Experience handling official correspondence or client documentation. - Experience working in an international environment. What We Offer - A role within an international working environment. - Structured onboarding and clear working procedures. - Practical exposure to VAT, administrative and cross-border business processes. - Opportunities to work with teams and external partners across Europe. - Employment terms and compensation discussed during the recruitment process. If you are organised, reliable and confident working with official documents in Polish, we would be pleased to receive your application through LinkedIn.