We are a fast-growing and dynamic organization operating in the Healthcare industry. Our Warsaw office plays a central role in supporting our operations in Poland and Central Europe. We are proud of our welcoming and collaborative work environment, where we value efficiency, innovation, and a strong team spirit. We are looking for talented individuals who are ready to grow with us and contribute to our mission.
Position Summary:
We are looking for a dedicated, well-organized, and solution-oriented Office Manager to take full ownership of the day-to-day management of our Warsaw office. Reporting directly to the Finance Director, the Office Manager will supervise two direct reports (responsible for car fleet and office matters) and ensure the smooth and efficient functioning of the office, as well as key areas such as car fleet management, business travel coordination, and expense oversight.
This is a great opportunity for someone who enjoys managing diverse responsibilities, rethinking processes for better outcomes, and creating a positive and productive workplace for employees. Please note that attendance in the office at least three days per week is mandatory for this role.
Key Responsibilities:
1. Office Operations Management
- Manage all day-to-day office operations, ensuring the Warsaw office remains an efficient, well-organized, and professional workplace.
- Supervise reception services to ensure smooth communication and a welcoming environment for employees and visitors.
- Oversee office facilities, supplies, equipment, and vendor relationships to ensure all needs are met.
- Act as the main point of contact for the landlord and other external service providers.
2. Car Fleet Management
- Oversee the management and maintenance of the company’s car fleet, ensuring compliance with company policies and Polish regulations.
- Collaborate with the team member responsible for fleet operations to ensure optimal performance, cost control, and resolution of any issues.
3. Business Travel and Expense Coordination
- Coordinate all aspects of business travel, including flights, hotels, and transport bookings, while ensuring cost efficiency and high-quality service for employees.
- Oversee expense management processes, including reviewing expense reports and ensuring compliance with company policies.
4. Leadership and Team Supervision
- Manage and support two direct reports: one responsible for car fleet management and one handling reception matters.
- Provide guidance, set clear objectives, and ensure the professional development of your team.
- Motivate and coach team members to ensure high performance and engagement.
- Foster a collaborative and efficient working environment within your team and across the office.
5. Process Optimization and Problem Solving
- Rethink and improve current office and operational processes to enhance efficiency and cost-effectiveness.
- Proactively identify and address potential challenges related to office operations, car fleet, and business travel.
- Act as a solution-oriented leader, finding innovative ways to meet the needs of employees and the organization.
6. Communication and Reporting
- Serve as the key point of contact for the Finance Director on all office-related matters.
- Prepare and present regular reports on office operations, fleet performance, and travel/expense management.
- Ensure clear and professional communication with internal teams, external vendors, and service providers.
What We’re Looking For:
We are seeking an experienced and proactive professional with the following qualifications:
- Experience: Proven managerial experience, preferably in office management, operations, or a similar role.
- Leadership Skills: Strong ability to manage, supervise, and motivate a team while maintaining a positive and efficient working environment.
- Problem Solving: A solution-oriented mindset with the ability to rethink and optimize processes.
- Organizational Skills: Excellent multitasking and time management abilities to handle diverse responsibilities.
- Communication Skills: Outstanding interpersonal and presentation skills, with the ability to communicate effectively with various stakeholders.
- Language Proficiency: Very good command of English (both written and spoken) is essential.
- Technical Skills: Proficiency in Microsoft Excel and other office tools.
What We Offer:
- A dynamic and supportive work environment in a growing international company.
- Opportunities for personal and professional development.
- A competitive salary and benefits package.
- A modern and centrally located office in Warsaw with a collaborative and friendly atmosphere.
- The chance to make a meaningful impact by shaping the way our office operates.
IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com