The Role: We are seeking a highly organised, hands-on Office Manager to be the face of Northland’s Warsaw office. This is a fully office-based, front-of-house role, with the Office Manager based at the reception desk and providing a visible, welcoming point of contact throughout the working day. The role includes hospitality responsibilities for external guests and visiting Executive members, ensuring they receive a professional and well-coordinated experience. The Office Manager will maintain a consistently high standard of office support, take day-to-day ownership of the workplace and ensure the office is organised, fully operational and running correctly. The role will suit someone who is approachable and practical, with the confidence to coordinate people and suppliers and step in wherever general administrative support is needed.
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Office presence, reception and front-of-house: Work from the reception desk as the visible first point of contact for the Warsaw office. Welcome employees and visitors, receive calls, manage incoming correspondence, post and deliveries, and ensure the reception and wider office consistently present a professional, organised and welcoming environment.
Day-to-day office operations: Maintain a high standard of office support and take hands-on responsibility for ensuring the workplace runs correctly each day, including supplies, equipment, meeting rooms, office access, facilities matters and liaison with building management, IT and external suppliers. Identify and resolve practical issues promptly to minimize disruption.
General administration: Provide broad administrative support to the Poland team and wider international colleagues, including preparing letters, presentations and reports, maintaining records, updating organisational information and supporting ad hoc requests as they arise.
Hospitality, meetings, travel and events: Provide a high standard of hospitality for external guests and visiting Executive members, including coordinating arrival arrangements, refreshments, meeting-room preparation and on-site support. Organise meetings, coordinate travel arrangements, support local visits and assist with team events, workshops and office-based activities.
Administrative systems and processes: Implement and maintain practical office procedures, document management routines and administrative systems that support an efficient and consistent working environment.
Team and stakeholder support: Liaise between the local Poland team and the wider Northland team, supporting communication, coordination and translation where appropriate between Polish and English-speaking colleagues.
Budget, purchasing and invoices: Support the management of the office budget, raise purchase orders where required, track costs, coordinate invoice approvals and work with Finance and the Business Operations Lead to maintain clear records.
Onboarding and offboarding support: Help new joiners get set up with office access, equipment, workspace and local information, and coordinate practical offboarding activities such as return of equipment and exit administration.
Legal and corporate administration: Provide basic administrative support to Legal and Corporate Services, including document preparation, filing, coordination of signatures and tracking routine administrative actions.
Continuous improvement: Identify opportunities to simplify office processes, improve the workplace experience and ensure the Warsaw office operates in a reliable, welcoming and efficient way.
Who You Are
Visible, hands-on and service-minded: you are comfortable being based at the reception desk, enjoy meeting people face to face and take pride in creating a professional, welcoming environment for employees, external guests, Executive visitors and suppliers.
Flexible: you are comfortable handling a wide variety of practical office management and administrative tasks, from meeting room set-up and supplier coordination to reports, records and ad hoc requests.
Proactive: you notice what needs to be done, take ownership and look for ways to improve day-to-day office processes before issues become problems.
Organised: you can prioritise competing requests, manage details carefully and keep office administration, suppliers, records and follow-ups on track.
Strong communicator: you communicate clearly and professionally in Polish and English, building positive working relationships with local colleagues, international teams, visitors and external partners.
Experience & Education
3-5 years’ experience in office management, workplace coordination, facilities administration or a high-level administrative role.
Experience working in a hands-on, office-based reception or front-of-house support role, with confidence providing hospitality and acting as the first point of contact for employees, external guests, Executive visitors and suppliers.
Knowledge of office management responsibilities, administrative systems, supplier coordination and practical workplace procedures.
Strong general administration skills, including document preparation, meeting coordination, record keeping, purchase order or invoice support, and follow-up tracking.
Excellent computer skills and knowledge of Microsoft Office, including Word, Excel, PowerPoint, Outlook and Teams.
Fluency in Polish and English.
Ability to manage multiple tasks, respond calmly to changing priorities and maintain a high level of attention to detail.
Discretion and professionalism when handling confidential or sensitive information.
What’s In It for You
Our employees are the driving force behind our achievements. We are unwavering in our commitment to not only recognise your contributions but also to empower you to excel in every aspect of your life. Here's a glimpse of why Northland is the place where you'll truly thrive:
Thoughtful benefits –A pension plan and health insurance are just a couple of the benefits you’ll have access to.
Wellbeing first – Staying true to our taking care of ourselves and each other value, you will have access to our global Wellness Program.
Birthdays off – You will get your birthday off work so you can celebrate however you choose. This is a paid day off to do what is important to you!
We hire talented and passionate people from different backgrounds. If you’re excited about a role but your past experience doesn’t align perfectly with this job description, we still encourage you to apply. Learn more about our diversity, inclusion and belonging commitments.
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This document is a guide. The duties, responsibilities, and requirements of the jobs as described herein are not inclusive and are subject to change.
Northland Power is an equal opportunity employer and we are committed to creating a fair, inclusive and accessible environment. As part of our commitment we work to ensure our application process is accessible to all candidates. If you require special assistance or accommodation during the hiring process, please notify a member of the HR Department.
We use AI‑enabled tools to help identify applications that meet job‑related criteria. All applications are reviewed and decisions are made by people.
