Administration Leader (maternity cover)

Your main responsibilities:

• Ensure the smooth daily operations of Allegro Group’s Warsaw office, creating a comfortable, safe, and engaging workplace for all employees and visitors

• Lead and develop a local Administration team — including task allocation, feedback, performance reviews, and development planning

• Manage the office budget — prepare forecasts, monitor execution, oversee cost control, and ensure financial accuracy and compliance

• Plan and optimize office space, supporting changes in team structures 

• Oversee vendor relationships — supervise service providers (cleaning, maintenance, reception, catering, florists, etc.) and ensure service quality

• Coordinate office-related tenders and procurement processes, collaborating closely with the Procurement team on vendor selection and contract negotiations

• Participate in large-scale infrastructure projects — office refurbishments, relocations, and setup of new office spaces (including international projects)

• Collaborate with the building administration, manage lease agreement compliance, and participate in lease renewal and negotiation processes
  Supervise local recruitment for administrative roles and contribute to building a strong, motivated, and people-oriented team culture
  Prepare and analyze reports related to office utilization, operational efficiency, and service performance

• Coordinate cross-functional projects, define scope, set timelines, and ensure alignment with key business stakeholders (Procurement, Controlling, Business Teams)

• Act as a trusted partner for business leaders — providing insights, solutions, and recommendations related to office operations and workplace experience

This is the right job for you if:

• You have at least 7 years of experience in administration, facilities, or office management, including 2+ years of people management experience

• You’ve worked in a large organization and are comfortable managing complex, multi-site projects (relocations, new office openings, large-scale refurbishments)

• You have a strong understanding of office operations, budget management, and vendor coordination

• You’re experienced in planning and executing office infrastructure projects and enjoy seeing tangible results of your work

• You’re comfortable working with financial data — budgets, forecasts, and cost tracking

• You’re a hands-on leader who builds trust, motivates others, and provides regular feedback and support

• You have excellent communication and interpersonal skills, with the ability to collaborate effectively across departments (Procurement, Controlling, HR, and Business Teams)

• You communicate fluently in Polish and English (B2+/C1)

• You’re proactive, well-organized, and open to innovation in administrative processes

What we offer:

• Fixed-term replacement contract (maternity cover)

• A hybrid work model (4 days in-office / 1 remote) in a modern, well-located Warsaw office (bicycle parking, equipped kitchens, adjustable desks, interactive meeting rooms)

• A flexible benefits package in a cafeteria model — choose what works best for you: healthcare, sports cards, lunch plans, insurance, shopping vouchers, and more

• Fully paid English lessons tailored to your role

• A team of top-tier professionals you can always count on

• High autonomy in organizing your work — we trust your judgment and encourage experimentation

• A dedicated training budget and access to our internal learning platform (courses on leadership, motivation, organization, and communication)