Resource Planning Specialist

We are looking for a Resource Planning Specialist to join a team dedicated to running the entire contractor lifecycle smoothly, consistently and with real operational impact. 

As a Resource Planning Specialist, you will own the end-to-end administrative process for a defined portfolio of contractors - from start of cooperation to final invoice. By centralizing and standardizing this work, you will free Technology managers to focus on strategic priorities, not paperwork. So the impact is big:)

If you enjoy structured processes, operational excellence, vendor coordination, and being the person who “makes things work,” this role is for you. We’re hiring both a mid-level and senior  specialist, so there’s room to grow and shape the function with us.

Important things for you:

• Flexible working hours in an office first model (4/1) that depend on you and your team. Starting later or finishing earlier? No problem! Work hours keep pace with our lifestyles and can start between 7 a.m. and 10 a.m.

• Employment contract. 

Your main responsibilities:

• Manage the end-to-end administrative lifecycle for an assigned portfolio of Technology contractors.

• Prepare vendor orders and process requests with the Legal team, ensuring accurate documentation and timely approvals.

• Coordinate the Purchase Order lifecycle: create shopping carts, track status and ensure smooth delivery to vendors.

• Support new contractor engagement by handling internal administrative steps. 

• Verify reports of delivered work with vendors and managers.

• Check and process vendor invoices, confirming alignment with reports of delivered work and contract terms.

• Monitor order expiration dates and proactively manage the contract renewal process.

• Ensure compliance with internal rules as well as legal and finance guidelines.

• Maintain the contractors’ database, ensuring high data quality.

We are looking for

• Experience in operations support or administrative roles, vendor coordination, delivery management within an agency environment focused on administrative/operational work rather than business development.

• Understanding of contractor-related administration.

• General awareness of Technology environments - enough to understand the basics of common tech roles.

• Strong soft skills: excellent organisation, ability to prioritise effectively, close loops and manage multiple workflows simultaneously.

• Confidence working with vendors, internal stakeholders, and various admin systems (e.g., ServiceNow, procurement or contract tools).

• Language skills: Polish C1, English B2.

What we offer

• We have well-located offices (with fully equipped kitchens and bicycle parking facilities) and excellent working tools (height-adjustable desks, interactive conference rooms).

• Annual bonus depending on your annual assessment and the company's results.

• A wide selection of fringe benefits in a cafeteria plan - you choose what you like (e.g. medical, sports or lunch packages, insurance, purchase vouchers).

• English classes that we pay for related to the specific nature of your job. 

• 16" or 14" MacBook Pro and other gadgets that you may need.

• Working in a team you can always count on - we have on board top-class specialists and experts in their areas of expertise.

• A high degree of autonomy in terms of organizing your team’s work; we encourage you to develop continuously and try out new things.

• Hackathons, team tourism, training budget and an internal educational platform (including training courses on work organization, means of communications, motivation to work and various technologies and subject-matter issues).

• If you want to learn more, check it out