Administration and Office Team Leader

SINGU • Paris Township, MI

4d • PLN 8,000 - PLN 12,000 • Hybrid

About The Position

We're scaling our administration function across Kraków and Warsaw, and we need someone who can lead it with confidence. We're growing, opening up cross-border work with our UK team, and the person in this role will shape how administration scales with us.
You'll own the team, the budget, and the standards — leading the on-site ADM team in Kraków, working closely with our Office Manager in Warsaw, and keeping the bar high on how the office runs.
Hybrid, based in Kraków — 2–3 days from the office per week, with regular travel to Warsaw.

Requirements

• 4+ years in office management, administration, or operations, including direct people management
• A confident people leader — you delegate, give direct feedback, and build a team that operates independently
• Proven experience leading cross-functional and international projects end-to-end
• Hands-on budget management — planning, tracking, and reporting
• Strong vendor management and contract negotiation skills
• Track record of organising large-scale company events
• Solid grasp of end-to-end administrative processes: procurement, equipment lifecycle, business travel, compliance, and documentation
• A sharp eye for process gaps — you spot what can be streamlined and act on it
• Comfortable juggling multiple areas without losing the detail
• Goal-oriented with strong ownership — you manage outcomes, not just tasks
• Calm under pressure, flexible, and adaptable
• Fluent English and Polish, written and spoken — this is a must, not a nice-to-have

Nice To Haves

• Experience in a tech or SaaS environment
• Cross-border operations experience, particularly Poland–UK/DE/EU
• Experience setting up or scaling an office
• Familiarity with project management tools

Responsibilities

• Lead and develop the administration team — set priorities, delegate, support growth, and run recruitment for new ADM roles
• Run the Kraków office day-to-day and coordinate task flow with the Office Manager in Warsaw
• Own the admin, events, and training budgets — plan, track, and report to senior leadership
• Manage vendors, contracts, and insurance policies (liability, cyber, Risk Ledger), including negotiations and renewals
• Own the events calendar for Poland — lead offsites, all-hands, and conferences end-to-end
• Oversee the hardware lifecycle across both offices, including leasing and the T-Mobile contract
• Drive administrative standards, processes, and compliance (BDO, insurance, DMS, reporting)
• Lead cross-functional projects with IT, HR, Finance, and Legal, and align processes between Poland and the UK
• Drive employee experience across locations, together with the People & Culture team

Benefits

• Attractive employment terms — depending on your experience, 8,000–10,000 PLN gross on a Contract of Employment or 9,600–12,000 PLN net on B2B
• Impact at scale — help shape the operational backbone of a high-growth SaaS company with global reach and clients like Prologis, CBRE, Unibail-Rodamco-Westfield, Auchan, Savills, NEPI Rockcastle, and Logicor
• Category leadership — be part of the #1 PropTech brand in facility, maintenance, and ESG management
• Organic and M&A growth — M&A is a big part of our plans, and we're on a mission to consolidate our space and build a European champion
• Collaborative culture — work alongside a curious, international, mission-driven team that values learning, ownership, and giving back
• Flexibility & autonomy — hybrid working model, annual learning budget, office-led social initiatives (yoga, soccer, company retreats, happy hours, Wednesday breakfasts), and the freedom to drive initiatives

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed