Office & Operations Coordinator

We're growing fast in Poland, and we need someone who can keep the details, the people, and the office running smoothly while we do it. As Office & Operations Coordinator, you'll be the go-to person for our Head of Nearmap in Poland – helping run a well-organized office, keeping our systems and contractor records accurate, and making sure our people feel supported. You'll bring order to a fast-moving environment: juggling vendors, benefits queries, and day-to-day admin without losing sight of the details. If you're the kind of person who spots what needs doing before anyone asks, and takes pride in being the one everyone can rely on, we'd love to meet you. Operations & Administrative Support - Provide day-to-day administrative support to the Head of Nearmap in Poland - Assist with ad hoc operational projects and process improvements across the business - Help coordinate with external vendors, suppliers, and B2B contractors - Manage and maintain user accounts, permissions, and data within Symmetrical (or equivalent HR/operations platform) Benefits Administration - Coordinate benefits programs (private healthcare, multisport, insurance, etc.) - Act as first point of contact for benefits-related queries - Liaise with providers to resolve issues Office Management - Oversee day-to-day running of the Warsaw office, including supplies, facilities, and vendor relationships - Ensure the office is a welcoming, well-organized, and functional workspace for hybrid teams - Coordinate office events, meetings, and visitor logistics About you Time management superstar: You juggle multiple items of work, queries and office admin all in the same day - and nothing falls through the cracks. Systems-minded and detail-obsessed: Whether it's keeping Symmetrical accurate and up to date or maintaining contractor records, you catch any small errors before they become big problems. Naturally people-first: You're often the first point of contact for benefits questions or office needs, so you listen well, respond with warmth, and make people feel looked after - even when the answer is "let me find out." Comfortable with ambiguity: From ad hoc operational projects to last-minute office fixes, you don't need a playbook for everything - you figure it out, prioritize, and move. What you’ll bring Essential: - 2+ years' experience in an office management, operations, or administrative coordination role - Strong organizational skills with the ability to manage multiple priorities and deadlines - Experience working with B2B contractors and an understanding of the Polish B2B contracting landscape - Comfortable working with systems (experience with Symmetrical is a strong plus) - Excellent written and spoken Polish and English - High attention to detail and a proactive, solutions-oriented mindset - Discretion and professionalism when handling confidential or sensitive information - Strong communication skills and a collaborative, service-oriented approach Desirable: - Experience administering employee/contractor benefits programs in Poland - Familiarity with basic finance or invoicing processes - Experience in a fast-paced, scale-up, or tech environment Why you'll love working at Nearmap: We move fast and work smart; often wearing multiple hats. We adapted to remote working with ease and are continually looking at ways to improve. We’re proud of our inclusive, supportive culture, and maintain a safe environment where everyone feels a sense of belonging and can be themselves. In addition to your annual leave, Nearmap offers: - Sport Card (MultiSport) - Medical care - MultiLife (mental and physical wellbeing) - Attractive employee referral program - Nearmap subscription (naturally) Learn More About The Work We Do: YouTube Page LinkedIn Page Thanks, but we got this! Nearmap does not accept unsolicited resumes from recruitment agencies and search firms. Please do not email or send unsolicited resumes to any Nearmap employee, location or address. Nearmap is not responsible for any fees related to unsolicited resumes.