Administration Specialist

Job Description

Project – the aim you’ll have

We are looking for an Administration Specialist to join our Software Mind office and support the smooth day-to-day operations of the workplace.

This role is ideal for someone who is well-organized, communicative, and proactive - a person who enjoys working with people and creating a positive experience for both employees and visitors.

Role – how you’ll contribute

• Guest Services: Greeting customers and maintaining the company’s image.
• Correspondence: Receiving, registering, and sending mail and courier packages.
• Phone and Email: Answering phone calls and managing the office’s main email inbox.
• Filing: Organizing contracts, HR documentation, and current correspondence.
• Reporting: Preparing expense reports and administrative summaries.
• Purchasing: Ordering food items (coffee, tea), office supplies, and cleaning supplies.
• Vendors: Liaising with couriers, the cleaning company, and the office equipment service provider.
• Events: Assisting with the organization of business meetings, conferences, and company team-building events.
• Communication: Communicating important administrative messages to the entire team.

Qualifications

Expectations – the experience you need

• Experience: At least 1 year in office administration or customer service.
• Computer skills: Proficiency in MS Office (Word, Excel, Outlook).
• Foreign language: English proficiency at a minimum B2 level.
• Equipment skills: Ability to use office equipment (printers, scanners).
• Organization: Excellent ability to organize one’s own work and maintain order in documents.
• Communication: Strong interpersonal skills and the ability to build relationships easily.
• Stress tolerance: Ability to work under time pressure and resolve urgent problems.
• Availability: Independence, assertiveness, and attention to detail.

Additional skills – the edge you have

• Knowledge of SharePoint.
• Knowledge of the Saldeo accounting system.

Additional Information

What we offer:

• Flexible cooperation options
• International projects with leading global clients
• Travels related to international projects
• Non-corporate atmosphere
• Access* to language classes
• Access* to knowledge-sharing initiatives
• Access* to private healthcare and life insurance
• Access* to multisport card

*The availability and terms of individual benefits may vary depending on the chosen form of cooperation.