Office Manager / Admin Coordinator at Accelleron

Gdansk, Pomeranian Voivodeship, Poland -

Full Time

Start Date

Immediate

Expiry Date

10 May, 26

Salary

0.0

Posted On

09 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Compliance, HR Administration, Attention to Detail, Polish Labour Law, Documentation, OHS Administration, Employee Benefits, Finance Support, Office Administration, Coordination, Communication, Collaboration, Problem Solving, Confidentiality, Organizational Skills, Vendor Management

Industry

Industrial Machinery Manufacturing

Description

Accelleron is accelerating sustainability in the marine and energy industries as a global technology leader in turbocharging, fuel injection, and digital solutions for heavy-duty applications. Building on a heritage of over 100 years as a trusted industry partner, the company serves customers in more than 100 locations in over 50 countries. Accelleron’s 3,000 employees are continuously innovating to deliver best-in-class products, services, and solutions that are mission-critical for the energy transition. You will join a team of experts in an exciting international environment, committed to excellence and innovation. Together, we support our customers in driving the transition toward sustainable industries with cutting-edge technology, deep expertise, and smart solutions. At Accelleron, we foster diversity and inclusion, welcoming and celebrating individual differences as a source of strength. We are seeking a highly organized and detail‑oriented Office Administrator/Coordinator to lead our statutory, fiduciary, and employee administration in Poland. In this role, you will take ownership of key compliance processes, guide stakeholders through Polish regulatory requirements, and ensure smooth day‑to‑day office operations. If you bring a strong compliance mindset and the ability to influence and coordinate across teams, we’d love to meet you. Key Responsibilities Statutory Administration & Documentation Support HR in collecting, verifying, and maintaining all mandatory employee documentation during hiring, contract updates, and terminations. Submit required materials digital or in hard copies to the external personnel file provider for compliant archiving. Occupational Health & Safety (OHS) Administration Prepare and conduct mandatory onboarding sessions covering company overview and initial OHS training. Issue referrals for medical examinations and OHS training. Collect post-training and examination documents and forward them to the Payroll Service Provider for archiving. Coordinate updates to occupational risk assessments with external providers when roles or responsibilities change. Prepare job descriptions required for occupational health referrals. Foreign Employee & Work Permit Administration Coordinate legal and administrative processes for foreign employees together with external law firms. Verify required documents and register employees with the National Labour Office and other authorities when applicable. Track work permit validity and ensure timely renewals and compliance. Local Employee Benefits & Systems Administration Administer local benefit programs (e.g., Luxmed, Uniqa, Kafeteria). Maintain user access and provide basic administrative support in local HR/administration systems. Finance Administrative Support Support the Corporate Finance Management (CFM) team by reviewing expense settlements in the Yokoy Travel & Expense tool to ensure: Tax compliance Accurate company and VAT details Correct application of per diem rules Resolution of travel and expense–related issues Office, IT & Equipment Administration Order IT equipment via approved platforms (e.g., MarkIT) for new and existing employees. Coordinate courier deliveries for both onsite and remote team members. Order and distribute corporate credit cards. Coordinate home office furniture deliveries (desk, chair, etc.), including required on‑site home visits as mandated by labour law. Required Experience & Skills Experience in local HR administration, fiduciary services, or office operations in Poland. Strong understanding of Polish labour law administrative requirements (OHS, inspections, documentation). Experience collaborating with external vendors (e.g, payroll providers, OHS firms, law firms). Exceptional attention to detail and a strong compliance mindset. Ability to handle confidential and sensitive information responsibly. Fluent Polish; good working knowledge of English. Experience with personal file handling is an advantage. HR administration background is considered a strong asset. Why Join Us? A role with real impact on compliance and employee experience in Poland. Collaboration with international teams and reputable external partners. Opportunity to develop expertise in local administration, HR operations, and compliance. We look forward to receiving your application. If you want to discover more about Accelleron, take another look at our website accelleron.com. Accelleron Data Privacy Statement: accelleron.com/privacy-notice/candidate Job Family Group: Administration Accelleron is accelerating sustainability in the marine and energy industries as a global technology leader in turbocharging, fuel injection, and digital solutions for heavy-duty applications. Building on a heritage of over 100 years as a trusted industry partner, the company serves customers in more than 100 locations in over 50 countries. Accelleron’s 3,000 employees are continuously innovating to deliver best-in-class products, services, and solutions that are mission-critical for the energy transition. You will join a team of experts in an exciting international environment, committed to excellence and innovation. Together, we support our customers in driving the transition toward sustainable industries with cutting-edge technology, deep expertise, and smart solutions. At Accelleron, we foster diversity and inclusion, welcoming and celebrating individual differences as a source of strength.

Responsibilities

The Office Manager/Admin Coordinator will lead statutory, fiduciary, and employee administration in Poland, ensuring compliance with local regulations and smooth office operations. Key tasks include managing employee documentation, coordinating health and safety training, and supporting finance administration.