Office Manager

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- OFFICE MANAGER

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- COUNTRY
- Poland
- FORMAT
- On-site
- JOB POSTED
- 0 day(s) ago

Svitla Systems Inc. is looking for an Office Manager for a full-time position (40 hours per week) to work from the office in Kraków, Poland.

**REQUIREMENTS**:

- Minimal experience in office management or administrative support is desirable.
- Strong organizational and multitasking skills.
- High attention to detail and accuracy.
- Ability to communicate effectively with multiple stakeholders.
- Basic technical knowledge (Windows, macOS, equipment setup).
- Experience handling deliveries, logistics, or customs processes is an advantage.

RESPONSIBILITIES
- Manage all office correspondence: collect parcels and letters from reception.
- Communicate with reception managers regarding questions or requests.
- Handle the monthly dispatch of multisport cards, including preparing letters and coordinating delivery.
- Maintain inventory of office supplies and packaging materials (boxes, tape, stationery).
- Serve as the office fire safety coordinator.
- Maintain an up-to-date log of office access cards: issuance, return, and validity dates.
- Issue temporary access cards to permanent and temporary employees.
- Ensure signing and collection of access card receipt protocols.
- Maintain inventory of branded merchandise and coordinate new orders with the Brand Department in Ukraine.
- Pick up branded materials from the pickup point in Kraków.
- Track submission of Welcome Pack and Anniversary forms.
- Prepare, pack, and arrange delivery of gifts (anniversary, feedback, or newborn/wedding gifts).
- Maintain inventory of office equipment and small frequently used items (headphones, mice, etc.).
- Assist with reinstalling/updating macOS and Windows, and support IT with Intune installation.
- Coordinate maintenance or repairs with service centers.
- Ensure proper return of equipment to the Kraków office: verify completeness, functionality, and cleanliness, and report updates to IT and management.
- Work with Mojo tickets: update shipment statuses and process requests.
- Prepare and pack equipment for shipment and send Hardware Protocols for completion.
- Coordinate exchanges or returns with electronic stores when needed.
- Manage customs clearance for parcels arriving from outside the EU.
- Communicate with customs offices and delivery services.
- Store and submit customs documentation to accounting.
- Resolve issues with parcels that require additional documents or are delayed at customs.
- Assist with organizing the company's participation in conferences.
- Order printed materials, sweets, and conference supplies; coordinate production at print houses.
- Arrange delivery of materials (roll-ups, banners) directly to conference venues.
- Organize office events and support visits from company leaders or teams.
- Handle hotel reservations, ticket booking, logistics, and workspace arrangements.
- Secure conference room rental in coworking spaces and issue access cards.
- Assist during events and arrange restaurant reservations for team dinners.

WE OFFER
- US and EU projects based on advanced technologies.
- Competitive compensation based on skills and experience.
- Regular performance appraisals to support your growth.
- Flexibility in the workspace, either remote or in our welcoming office.
- Comprehensive medical insurance after one month.
- MultiSport card with access to 2500 sports facilities all over Poland
- Bonuses for recommendations of new employees.
- Bonuses for article writing, public talks, and other activities.
- 15 vacation days, 10 national holidays, 10 sick leaves, and family days off.
- Personalized learning program tailored to your interests and skill development.
- Free tech webinars and meetups organized by Svitla.
- Welcome and anniversary presents, gifts for children, and more.
- Regular corporate events and meetups.
- Awesome team, friendly and supportive community

ABOUT SVITLA

**Svitla Systems** is a global digital solutions company headquartered in the U.S. and operating across the Americas, Europe, Asia, and APAC. Since 2003, we have served a wide range of clients — from innovative start-ups to Fortune 500 companies.

Our success is built on partnership. By integrating seamlessly with clients’ teams, we create lasting collaborations that drive real results.

We are strong advocates of workplace flexibility, remote culture, individual approach to professional and personal growth.

Svitla is proud to be an equal opportunity employer. All qualified applicants will receive consideration for cooperation without regard to age, gender identity, sexual orientation, religion, race, color, national origin, disability, or any other characteristic protected by applicable law.

Our global mission is to build a business that contributes to wellbeing of our partners, personnel, and their families, improves our communities, and makes a lasting diff