Office Administrator

at  Ubisoft

Company Description
Ubisoft’s 20,000 professionals, working across more than 40 locations around the world, are bound by a common mission to enrich players’ lives with original and memorable gaming experiences. Their dedication and talent have brought to life many acclaimed franchises such as Assassin’s Creed, Far Cry, Watch Dogs, Just Dance, Rainbow Six, and many more to come. Ubisoft is an equal opportunity company that believes diverse backgrounds and perspectives are key to creating worlds where both players and community can thrive and express themselves. With our Ubisoft Corporate Social Responsibility team, we work with and for our players, helping to create original and memorable gaming experiences that go beyond entertainment to enrich lives. Beside this, at Ubisoft, we are committed to making our own active contribution to a better environment through green initiatives and global carbon neutrality. If you are excited about solving game-changing challenges, cutting-edge technologies, pushing the boundaries of entertainment and Play Green, we invite you to join our journey and help us create the unknown.
Read more about our commitment to social impact here.
Job Description
The Office Specialist will play a crucial role in supporting the day-to-day administrative tasks and ensuring the smooth functioning of our office operations.
Qualifications

REQUIREMENTS:

• We are seeking a highly organized and detail-oriented individual to join our team as an Office Administrator based in Warsaw.
• Fluency in Polish and English is essential; proficiency in Ukrainian is a plus.
• Proven experience as an Office Administrator or equivalent.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Proficiency in Teams & MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and accuracy.
• Professional demeanor and strong work ethic.
• Ability to work effectively both independently and as part of a team.
• Flexibility to adapt to changing priorities and work environments.

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent; additional certification in Office Management or related field is a plus.
• Previous experience in a similar role preferred.
• Basic knowledge of Polish labor law would be a plus

• Provide administrative & workplace support to ensure efficient office operations (i.e. office cleaning coordination, providing IT equipment to our team members with the support of our IT team).
• Provide administrative assistance for employees in Poland (contracts, medical insurance, etc.)
• Act as the administrative interface with our Services Providers and local authorities (ex: office maintenance, landlord, cleaning service, ZUS, Embassies, etc.)
• Support local accounting need (collecting invoices, initiating payment requests, etc.)
• Handle incoming/outgoing calls, emails, shipments, and correspondence, redirecting them as appropriate.
• Manage travel arrangements with our local provider.
• Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility of documents.
• Assist in organizing company events and gatherings.
• Perform general clerical duties, including signing, photocopying, and mailing.
• Order office supplies and maintain inventory levels.
• Perform other administrative tasks as assigned.