Head of Administrative Services (#1866)

Lviv, Krakow
Work type:
Technical Level:
Job Category:
Office Administration

N-iX is a software development service company that helps businesses across the globe develop successful software products. Founded in 2002 in Lviv, N-iX has come a long way and increased its presence in 9 countries Poland, Ukraine, Sweden, Romania, Bulgaria, Malta, the UK, the US, and Colombia. Today, we are a strong community of 2,000+ professionals and a reliable partner for global industry leaders and Fortune 500 companies.

N-iX is seeking a Head of Administrative Services to join our team. 

Duties and responsibilities (what you do):

General office services:

  • Assuring that all contractor requests in Jira are assigned and reviewed.
  • Investigating and qualifying suppliers of office-related providers. Working with supplier documents, payments, and negotiation.
  • Maintaining, monitoring, and coordinating contractors’ Joining / termination /rotation process.
  • Responsible for the assignment of office space.
  • Responsible for office opening/closing arrangements in cooperation with other departments and establishing all general office services and reception areas.
  • Overseeing general postal operations.
  • Analysing contractors’ feedback and initiating system changes and service provision.
  • Close cooperation with other company departments in related processes and procedures.

Visitors hosting and office event:

  • Monitors compliance and implements improvements for the Business Visitors process.
  • Responsible for the selection of visitors’ gifts and their branding.
  • Coordinate with top-level company management when a high-priority/nonstandard greeting is needed.
  • Cooperate in arranging in-house events with the event host department or event coordinator. 

Other areas:

  • People Management
  • Monitoring expenses and/or budgets. 
  • Maintaining records of administrative expenses and petty cash.
  • Highlighting areas of concern to the Line Manager. Develops proposals to improve systems, processes, and procedures.
  • Setting standards for office procedures and organisation policies.
  • Creating presentations and other management-level reports.

Qualifications or performance standards (how you do it):

  • Working experience in the same position/industry or both 3+ years;
  • Excellent collaboration, verbal and written communication skills;
  • Upper-Intermediate English;
  • High level of attention to detail and accuracy;
  • Strong management skills;
  • High level of problem-solving skills;
  • Strong client relationship management and customer service skills;
  • Strong Knowledge of MS Office
  • Full-time job. Office-based or flexible.
  • Business trip possibilities.

We offer:

  • Flexible working format - remote, office-based or flexible
  • A competitive salary and good compensation package
  • Personalized career growth
  • Professional development tools (mentorship program, tech talks and trainings, centers of excellence, and more)
  • Active tech communities with regular knowledge sharing
  • Education reimbursement
  • Memorable anniversary presents
  • Corporate events and team buildings
  • Other location-specific benefits

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