Office Administration Specialist (18-month contract)

At Ocado Technology, we craft products tailored to meet the unique needs of our partners worldwide. From e-commerce software and automated warehouse solutions to robotics and optimized delivery, we're reshaping the online grocery space and beyond through innovation.

The Office Administration Specialist plays a key role in ensuring the smooth day-to-day operation of the office and providing administrative and operational support to employees and business functions. The role combines office management responsibilities with support for financial processes, document workflow administration and coordination of workplace services.

Key Customers

• Central Teams
• Managers and employees across the business
• External services providers

Key Responsibilities

Office Operations & Employee Support

• Provide administrative support to employees and business teams.
• Ensure the efficient day-to-day operation of the office, including coordinating maintenance, repairs, inspections, and workplace services within the allocated budget.
• Organise and oversee company events, employee initiatives, and business meetings.
• Coordinate business travel arrangements and related administration.
• Ensure compliance with workplace health, safety, and security requirements.
• Manage relationships with office suppliers and service providers, monitoring contract performance and service quality.
  
  
• Financial Operations & Document Management
• Coordinate office-related expenditures in line with approved budgets and company procurement processes.
• Support the processing, verification, and settlement of invoices, purchase orders, business travel expenses, and service agreements in accordance with company policies and procedures.
• Collect, verify, prepare, and submit financial documentation for accounting, auditing, and reporting purposes
• Collaborate closely with Finance, HR, and other business functions to ensure efficient document, invoice, and expense workflows.
• Coordinate document circulation and ensure compliance with internal document management procedures.
• Create, maintain, and update procedures, user guides, and process documentation.
• Supporting users and administering systems used in financial and document workflow processes, including ongoing user support, maintenance of user documentation, and driving process improvement initiatives.
• The role may require undertaking additional duties and responsibilities that are reasonably aligned with the position and business needs.

Knowledge, Skills and Experience

• Experience in an administrative, office support, or business support role
• Experience in handling multiple requests from internal and external stakeholders.
• Understanding of financial administration processes, including invoice handling, expense settlements, purchase orders, and cost documentation.
• Experience working with document workflow systems or supporting document circulation processes.
• Excellent written and spoken English and Polish.
• Experience in supporting international stakeholders or clients.
• Strong organisational skills, with the ability to coordinate multiple tasks and priorities at the same time.
• Strong communication and interpersonal skills.
• Proactive approach, attention to detail, and willingness to improve day-to-day processes.

BENEFITS: WHAT’S IN IT FOR YOU?

Work and life should fit together, so we offer a range of benefits focusing on well-being, development, and team spirit. The final package will depend on the contract type we agree on.

• Standard benefits: life insurance, private health care [Luxmed], Multisport card, lunch vouchers, company share programs, and assistance for everyday worries and serious health problems.
• Learning opportunities: access to the Learnebly platform and LinkedIn Learning, English classes, and a book library,
• Parental support: additional +10 days maternity / +20 days paternity leave, funding for nurseries and kindergartens
• Office perks: centrally located offices with car and cycling parking, and home office equipment provided.
• Passions groups: running, cycling and more
• Annual celebrations: carnival, summer parties, family picnics, or kid’s days.