Talent & Administrative Specialist

OPTIVEUM sp. z o.o.•Capon Bridge, WV

9d•Hybrid

About The Position

Our client, a US-based technology company headquartered in New York City, is expanding its global footprint with the launch of a new engineering center in Warsaw. Known for delivering digital solutions and consulting services that transform businesses and drive measurable value, the company works with high-growth and private equity-backed platforms across multiple industries. As a Talent & Administrative Specialist, you will play a key role in building and supporting the Warsaw office. This hybrid role spans HR administration, office management, and recruitment, offering a unique opportunity for someone who enjoys variety, thrives in a fast-paced environment, and takes ownership of both people-focused and operational responsibilities.

Requirements

2–4 years of experience in HR administration and office management
At least 1 year of hands-on recruitment experience (more is a strong advantage)
Strong organizational skills and ability to manage multiple priorities independently
Excellent communication and interpersonal skills; experience working with global teams is a plus
Tech-savvy and comfortable with tools such as Google Workspace, Slack, Zoom, Monday.com, and LinkedIn
High level of discretion, professionalism, and attention to detail
Experience in fast-paced or startup environments preferred

Responsibilities

Maintain accurate employee records, trackers, and HR documentation
Support onboarding and offboarding processes to ensure smooth employee transitions
Assist with payroll preparation, including attendance, leave records, and employee data
Act as a first point of contact for employee HR-related inquiries
Support benefits administration, HR policies, compliance, and internal communications
Help coordinate training initiatives, engagement activities, and performance cycles
Manage day-to-day operations of the newly opening Warsaw office
Oversee office supplies, vendors, facilities, and equipment
Act as the main point of contact for building management and external service providers
Ensure a welcoming, organized, and efficient office environment
Coordinate team events, in-office activities, meetings, and visits
Manage office budgets, expenses, and invoices
Provide administrative support to executives (calendars, meetings, travel as needed)
Handle confidential information with professionalism and discretion
Support the full recruitment lifecycle from job posting through hiring
Partner with hiring managers to define job requirements and hiring expectations
Source candidates, screen CVs, and conduct initial HR interviews
Coordinate interviews, gather feedback, and maintain candidate communication
Collaborate with recruitment agencies to ensure smooth hiring workflows
Maintain recruitment pipelines and systems (LinkedIn, Indeed, Monday.com)
Track recruitment data and contribute to continuous improvement of hiring processes