Administation Specialist

Smart Factor by Cyclomedia is an innovative technology company specializing in acquiring, analyzing, and sharing data related to urban spaces, infrastructure, and mobility. We use cutting-edge GIS and 3D spatial data with mobile mapping systems to develop solutions that help manage road infrastructure and urban spaces. Our SmartGEM system is designed to make urban environments more efficient and smarter. We work on projects for local government units, public administration, and private sector entities. By joining our team, you’ll have the opportunity to be part of a forward-thinking company that’s shaping the future of urban mobility and infrastructure.

We are looking for a proactive and well-organized Administrative Specialist to support the daily operations of our Warsaw office. This is a part-time position (20h/week), perfect for someone who enjoys a dynamic environment and varied responsibilities.

• Managing administrative and office operations

• Coordinating document flow and archiving processes

• Handling incoming/outgoing correspondence and courier services

• Organize office supplies, groceries, and other necessary orders

• Organizing business trips, meetings, and internal/external events

• Assist associates during meetings, including welcoming guests and arranging necessary equipment and orders

• Answering and handling calls from the company phone line

• Managing company email inbox

• Setting up and managing workstations and tools for employees

• Managing the inventory and distribution of company equipment (laptops, monitors, etc.): issuing, tracking, and coordinating repairs

• Managing company car fleet operations (insurance, inspections, documentation, mileage tracking)

• Managing the building, overseeing repairs, and coordinating cleaning services.

• Providing general support to employees and performing ad hoc tasks for management

• Experience in administrative roles

• Strong organizational and multitasking skills

• Attention to detail, independence, and flexibility

• Good communication skills and proficiency in MS Office

• English at minimum B1 level (for daily internal communication)

• Active driver's license (Category B) is a plus

What we offer:

• Work in an experienced, friendly, and success-oriented team

• Stable employment in a company that develops its own products

• Part-time employment based on an employment contract

• Independent execution of various tasks (including those that utilize additional skills and interests)

• Opportunities for growth