Operations Specialist

About Civitta

Ready to embark on a journey of opportunity? Join a team of 750+ employees in 20+ countries in the first consultancy originating from CEE. We bring together digital and advisory as an international collaboratory where every talent can shine, every employee can become a partner, and every partner can become a shareholder. We are explorers at heart, powered by diversity, passionate for growth and united by integrity by our core organizational values.

About the Role

Are you passionate about optimising internal processes and ensuring seamless operations? Our Headquarters stream is the cornerstone that supervises HR, finance, administration, legal, and other internal functions. We are dedicated to developing effective, cutting-edge solutions that support our teams and propel our company to success. If you thrive in a fast-paced environment and are eager to play a key role in our pursuit of operational excellence, come aboard and become an integral part of our journey towards continuous improvement.

Take the step towards your journey with us and join us as an Operations Specialist in Poland.

Your Responsibilities as an Operations Specialist

• Issue invoices and support basic billing processes;
• Prepare payment documentation and support payment processing in cooperation with finance/accounting teams;
• Support compliance with new legal, tax, or administrative requirements introduced by government offices or authorities;
• Handle outgoing and incoming postal and courier shipments, including preparing packages, documentation, and tracking deliveries;
• Cooperate with external vendors, service providers, and public offices;
• Monitor deadlines related to contracts, invoices, and administrative obligations;
• Support employees with various tasks;
• Maintain files, office supplies, and organization of entire Warsaw and Krakow office;
• Manage/schedule business trips/order tickets;
• Assist on HR matters, such as contracts drafting, work supply preparation, accounts, perks for Employees administration;
• Organize social activities;
• Take part in setting up computers for employees;
• Assist with general administrative documentation, such as archiving, ensuring correct and timely signing of documents, invoices split, etc.;
• Continuously improve office processes and propose efficient administrative solutions;
• Work on a full time or 80% position.

Requirements

• Highly proficient in spoken and written Polish and English - you will support other regions;
• Ability to multi-task, organize, and prioritize work;
• Great communication skills;
• Reliability, diligence, and attention to details;
• The ability to manage pressure;
• Ability to prioritize tasks and workload;
• Pro-active approach to problem solution, „can do“ attitude.

Benefits

• Flexible working hours - we trust you to manage your time;
• Fun activities with the team - we like finding new and creative ways to celebrate life together;
• A workplace in a centrally-located office space in Warsaw.

Salary

The monthly salary for this position is between 6500-7000 PLN gross.

Key skills/competency

• Process optimization
• Administrative support
• Billing and invoicing
• Compliance management
• Vendor relations
• HR assistance
• Office management
• Organizational skills
• Communication
• Problem-solving