Office manager

Location: Warsaw, Poland

Type: Full Time (3 month probation period)

Ref. No: OFFMNG_01/2021
Start date: 1st March 2021

United Robots is an ambitious and fast-moving start-up based in London and Warsaw. We develop intelligent service devices that are designed to address the key problems facing service providers operating in big storage areas and public spaces such as: hospitals, care homes, office buildings, airports, warehouses and supermarkets, amongst others.

We are looking for a motivated and experienced Office Manager to join our Company developing autonomous robots. Previous experience in the same or very similar role is required as you will be managing the smooth operation of the office and need to hit the ground running. This role is focused on three main areas, which will consist of Office Management, HR and Health and Safety. Constantly evolving, we are looking for someone who is passionate, dedicated and forward thinking to join our dynamic team.

We are an equal opportunity employer who strives to recruit the right candidates based on their skills and experience. All applicants will be considered for employment irrespective of age, gender identity, race, religion, sexual orientation, marital status or disability.

RESPONSIBILITIES

  • Managing office supplies, and keeping the space presentable at all times
  • Using a range of software, including email, spreadsheets and databases, to ensure the efficient running of the office
  • Managing online and paper filing systems
  • Developing and implementing new administrative systems, such as record management
  • Recording office expenditure and managing the office budget
  • Assisting and managing the CEO’s inbox and diary
  • Organising and arranging international travel incl. accommodation for the CEO
  • Providing financial administration including overseeing invoices and expenses, all receivables, preparation of all monthly payables and input into project budgets
  • Helping to integrate process and systems when required and helping with ordering all office and IT supplies
  • Performing research and providing support to the events team as required to plan and deliver creative events
  • Maintaining supplies of stationery and equipment
  • Organise and chair meetings with staff including typing the agenda and taking minutes
  • Oversee the recruitment of new staff, sometimes including training and induction
  • Writing reports for senior management and deliver presentations
  • Respond to customer enquiries and complaints
  • Assisting with recruitment and the associated administration duties
  • Supporting employees with any issues they face
  • Liaising with building management and external contractors for any maintenance issues
  • Ensure Health & Safety procedures are up to date and carried out
  • Providing ad-hoc admin support to the Board members as and when required
  • Plan the Company’s social events

ESSENTIAL REQUIREMENTS

  • BA degree
  • Good written and verbal communication skills in English. Knowledge of other European languages would be desirable.
  • Proven practical experience in Office Management and HR
  • Highly proficient using MS Office and its applications
  • Pro-active with a can-do attitude
  • Confidential and trustworthy with strong interpersonal skills
  • Excellent organisational and IT skills
  • Ability to monitor quality and accuracy of own work to ensure it meets expected standards and adheres to our procedures
  • Ability to work with minimal supervision while following the Company’s procedures and processes
  • Team-oriented attitude
  • Able to work cohesively in a small team and able to be numerate with strong financial and data management skills
  • Being an organised and enthusiastic individual with a great personality

In exchange for your skills and expertise, the Company offers a competitive package and excellent development and mentoring opportunities.

To apply please send your CV and application to jobs@unitedrobots.co