Office Administration Specialist

Toyota Boshoku Corporation is an innovative automotive interior parts manufacturer. Our product lineup includes seats, headliners, filtration and powertrain components, as well as textiles and exterior components. With more than 50.000 colleagues working in our 90 group companies, we strive to provide a safe and comfortable automobile interior space for people all over the world. Toyota Boshoku Europe – Poland is the newly opened branch of Toyota Boshoku Europe, the Europe & Africa headquarters of Toyota Boshoku. The Wrocław branch plays an important role towards Toyota Boshoku Europe’s expansion strategy, while strengthening Toyota Boshoku’s footprint in the EA region. We currently are looking for an Office Administration Specialist We are looking for a highly organized and proactive Office Administration Specialist in our office in Wroclaw to ensure the smooth day-to-day functioning of our office and provide essential support to our teams and management. Job description: - Office Administration & Operations - Ensure efficient day-to-day office operations (incoming calls, documentation, correspondence) - Manage incoming and outgoing mail and maintain accurate records - Organize and coordinate document flow and office archives - Prepare reports, summaries, and administrative statistics - Maintain and update office layout and organizational charts - Office Infrastructure & Resources - Manage office supplies, equipment, and consumables - Coordinate with external service providers (cleaning, catering, maintenance) - Manage building administration tasks (utilities, payments, supplier coordination) - Oversee office spaces and ensure a well-organized, functional working environment - Administer employee access cards and office-related materials - Ordering uniforms, promotional material and gadgets - Operational Systems support - Create and process procurement documents in SAP - Verify invoices and cost documents and support financial processes - Meetings, Travel & Events - Support organization of meetings and management visits - Coordinate guest visits (transport, parking, accommodation, catering) - Support business travel booking processes (Egencia system) - Help organize company events and Corporate Social Responsibility (CSR) activities - Fleet & Insurance - Administer and coordinate the company car fleet - Manage parking spaces of the building for employees/visitors - Submit building insurance claims and assist in car fleet issue handling (damage, tire change etc.) 6. HR & Employee Support - Support onboarding (e.g., medical checks, workplace setup) and offboarding tasks - Issue referrals for medical examinations - Support expats with relocation, permits, and administrative processes - Provide translations of documents and policies (PL–EN / EN–PL) - Compliance & Cooperation - Execute administrative purchases in line with budget guidelines - Ensure compliance with internal procedures and standards - Collaborate with internal stakeholders across departments - Support workplace safety and comply with HSE regulations and environmental and quality policies. Requirements: - Secondary education - Min. 2-3 of experience in a related field - Good written and verbal communication skills in English (min B2) and Polish. - Strong MS Office skills - Good communication and interpersonal skills. - Ability to work collaboratively in a cross-functional and multicultural environment. - Detail-oriented with a focus on accuracy and compliance. - Driving license- Category B What do we offer? - Competitive Salary in line with your experience. - 1 year contract with extension to permanent contract; - Flexible working schedule (start between 7:00-9:00) and 2 x a week working from home. - Yearly bonus based on KPI`s. - Group insurance as part of the selected UNIQA package - Medicover private medical care package. - Medicover Sport Card. - 15 PLN daily allowance on SmartLunch app. - Social fund benefits – holiday benefit, Christmas allowances. - Possibility to take advantage of preferential car leasing for employees and their family members under the Toyota Family program. - International work environment and continuous learning opportunities.