Office Manager

Responsibilities:

Office Administration

• Manage the day-to-day administrative activities of the site.
• Maintain company records, documentation, and filing systems.
• Coordinate office services, supplies, equipment, and general workplace needs.
• Support local projects and administrative initiatives as required.

Employee Administration

• Administer employee records and personnel documentation in compliance with Polish labour law and GDPR requirements.
• Coordinate onboarding and offboarding activities.
• Manage attendance, absence, leave, and training records.
• Act as the local liaison with payroll, benefits, occupational health, and other employee service providers.
• Support recruitment administration and employment documentation.
• Coordinate employee wellbeing and engagement initiatives

Facilities & Compliance

• Manage relationships with the landlord, building management, and site service providers.
• Coordinate maintenance, inspections, and statutory compliance activities.
• Ensure site documentation is maintained for health, safety, environmental, and regulatory requirements.
• Support site compliance with Polish workplace regulations and company standards.
• Administer company insurance and related service contracts as required.

Vendor & Service Provider Management

• Coordinate external contractors and service providers.
• Support purchasing activities for office and operational supplies.
• Process and maintain supplier documentation and invoices.
• Monitor service performance and contract renewals.

Communications & Business Support

• Serve as the primary administrative contact for the Poland facility.
• Provide regular updates on administrative, facilities, and compliance matters to the General Manager Europe.
• Support customer visits, audits, and site meetings through coordination and logistics.
• Work closely with local and regional management teams to ensure smooth site operations.

Requirements:

• Experience in office management, business administration, HR administration, or a similar role.
• Knowledge of Polish employment practices and administrative requirements.
• Experience coordinating external service providers and facility-related activities.
• Strong organisational, communication, and multitasking skills.
• High attention to detail and ability to manage confidential information.
• Fluent in Polish and English.
• Experience in a warehouse, logistics, distribution, or manufacturing environment is preferred
• Familiarity with payroll coordination, employee benefits administration, and GDPR requirements.
• Understanding of workplace health and safety requirements.

Our Values:

**Do The Right Thing and we will succeed:**We insist on honest and ethical behavior; We treat others respectfully; Our actions are underlined with high integrity; We partner with others who hold these same values.

**Go One Better to achieve greatness:**We strive to do our best every day; We are curious and seek alternative viewpoints; We value innovation to deliver long-term success; We will not accept the status quo and tirelessly seek to improve.

**Customer First balanced with Company results:**We serve our customers with a sense of urgency; We strive to anticipate our customer’s needs; We work with our customers to ensure we are providing them the best solutions they value; We help to deliver the long-term success of our company.

**WE DO what we say:**We seek clarity and understanding; We follow through on our commitments; We respectfully challenge and collaborate to achieve mutual success; Once we agree, we move forward and make no excuses.

**Together we win:**We respect and value each other’s thoughts and opinions; We make the time to develop meaningful relationships; We seek new opportunities to continuously learn: We never miss an opportunity to bring out the best in others.

Make a career at APOLLO:

Career Development: Success starts from within, and we will help you chart your path from which you can enhance your career evolution.

Apollo provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.