Office Administrator - part-time

The Office Administrator is responsible for ensuring the smooth and efficient daily operation of the RWS office in Poland. This role manages front-of-house services, including visitor management, oversees office supplies and vendor coordination, and supports purchasing processes by creating and tracking PO’s. The Office Administrator plays a key role in maintaining a safe, secure, and compliant workplace by supporting Health & Safety, physical security, environmental, and wellbeing initiatives. Through proactive coordination and a strong customer-focused approach, the role helps create a positive and productive working environment for all employees and visitors.

Key Responsibilities

• Manage day-to-day office operations to ensure a smooth and efficient workplace environment.
• Oversee visitor management, including reception duties, and access coordination
• Maintain office supplies, maintenance services, and vendor relationships, ensuring timely orders and deliveries.
• Create, submit, and track Purchase Orders (POs) and invoices in line with company procurement processes.
• Support and coordinate Health & Safety activities, including compliance checks and reporting.
• Assist with physical security processes, such as access control, badges, and incident escalation.
• Contribute to environmental, sustainability, and wellbeing initiatives within the office.
• Provide general administrative support to employees, site leader and partner closely with the regional Facilities team.

Skills & Experience

• Previous experience in office administration, facilities coordination, or a similar operational support role.
• Strong organizational and multitasking skills, with the ability to manage competing priorities.
• Excellent communication and interpersonal skills, with a professional and customer-focused approach.
• Good understanding of office operations, vendor coordination, and basic procurement processes (including POs).
• Awareness of Health & Safety, workplace compliance, and physical security practices (training can be provided).
• Proficiency in Microsoft Office tools (Outlook, Excel, Teams, Word); experience with ticketing or FM systems is an advantage.
• Ability to work independently, proactively solve problems, and support employees at all levels.
• High level of reliability, attention to detail, and a commitment to maintaining a safe and welcoming workplace.
• Fluent Polish and good written and spoken English (intermediate, B2 level).

RWS is a content solutions company, powered by technology and human expertise. We grow the value of ideas, data and content by making sure organizations are understood. Everywhere. 

Our proprietary technology, 45+ AI patents and human experts help organizations bring ideas to market faster, build deeper relationships across borders and cultures, and enter new markets with confidence – growing their business and connecting them to a world of opportunities. 

It’s why over 80 of the world’s top 100 brands trust RWS to drive innovation, inform decisions and shape brand experiences. 

With 60+ global locations, across five continents, our teams work with businesses across almost all industries. Innovating since 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).  

RWS Values

We Partner, We Pioneer, We Progress – and we´ll Deliver together.

For further information, please visit: RWS   

RWS embraces DEI and promotes equal opportunity, we are an Equal Opportunity Employer and prohibit discrimination and harassment of any kind. RWS is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at RWS are based on business needs, job requirements and individual qualifications, without regard to race, religion, nationality, ethnicity, sex, age, disability, or sexual orientation. RWS will not tolerate discrimination based on any of these characteristics

Recruitment Agencies: RWS Holdings PLC does not accept agency resumes.  Please do not forward any unsolicited resumes to any RWS employees.  Any unsolicited resume received will be treated as the property of RWS and Terms & Conditions associated with the use of such resume will be considered null and void.

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