Office Operations & Compliance Coordinator

Position Purpose:

This role involves overseeing financial transactions, managing vendor relationships, ensuring legal compliance, and liaising with key internal and external stakeholders, including the local payroll vendor, HR Director, Payroll Specialist, legal advisors, and Finance team. The individual will also handle matters related to company registration, local legal compliance, contract management, and office operations. The role requires a high degree of discretion and confidentiality due to the sensitive nature of financial and legal documentation.

Key Responsibilities

Financial Administration & Bookkeeping Coordination

• Manage and track office expenses, ensuring timely payments for utilities, rent, and other overhead costs.
• Work with external bookkeeping and tax service providers to ensure accurate financial records and compliance.
• Review invoices and contracts to ensure alignment with company policies and budget constraints.
• Negotiate with office service providers (utilities, insurance, leases) to secure cost-effective terms.

Compliance & Regulatory Support

• Assist with company registration, business licenses, and other regulatory filings.
• Ensure compliance with Polish labor laws and employee tax regulations in coordination with HR.
• Act as a point of contact for tax authorities, government agencies, and external legal advisors.
• Track and notify management of any regulatory changes, deadlines, or required actions.

Employee Registration & HR Administration

• Support new employee registration processes and ensure proper documentation is submitted on time.
• Assist with administrative aspects of employee separations, including final payments and de-registration.
• Ensure company policies are properly communicated and understood by local employees.

 Payroll & Vendor Coordination

• Liaise with the local payroll provider to ensure timely and accurate payroll processing.
• Support HR and Finance with payroll, benefits administration, and compliance-related tasks.
• Maintain strong professional relationships with external vendors, including payroll and bookkeeping providers.

 Office & Facilities Management

• Oversee office lease agreements, ensuring timely renewals or renegotiations.
• Manage procurement of office supplies and coordinate facility maintenance, security, and vendor contracts.
• Ensure proper management of company-owned vehicles, including registration, insurance, and maintenance.
• Implement and enforce company vehicle usage policies, ensuring compliance with local driving requirements.

 Insurance & Risk Management

• Work with finance to ensure adequate insurance coverage for office property and liability.
• Coordinate with insurance brokers on claims, policy updates, and renewals.
• Regularly review office processes to identify and minimize operational risks.

Bachelor’s degree preferred but not required with relevant experience.

Minimum 3 years of experience in office administration, bookkeeping, finance, or HR support roles.

Experience working with external bookkeeping, payroll, or tax vendors is a plus.

Skills & Competencies:

Self-motivated and able to work independently with minimal supervision.

Proven experience in a role requiring independence, problem-solving, and initiative in a work environment.

Strong organizational and multitasking skills to handle various office and finance-related tasks efficiently.

Attention to detail with analytical and problem-solving abilities for reviewing invoices, contracts, and compliance documents.

Basic financial knowledge, including understanding invoices, budgeting, and vendor payments.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook); familiarity with financial management systems is an advantage.

Strong communication skills for liaising with internal teams, external vendors, and government agencies.

Ability to work independently while also collaborating with different departments when necessary.

Language Requirements:

Fluency in Polish and English (written and spoken) is required.