About Sybilla Technologies📡
Sybilla Technologies designs, builds and operates robotic optical observatories for monitoring objects in space. The company specializes in the complete systems, software for automated data acquisition, analysis and scheduling of networks of sensors. We work in the domains of Space Situational Awareness, Space Surveillance and Tracking, Space Traffic Management, stellar and planetary research, education, and commercial on-demand observations.
Due to the dynamic growth of our company and the opening of a new office location, we are looking for an Administration Specialist who will support us in managing our office operations and multiple sites.
Accountabilities:
Ensuring smooth daily functioning of the offices.
Maintaining order, readiness, and operational continuity across all locations.
Ordering and replenishing office supplies, cleaning materials, and basic equipment.
Managing inventory levels and ensuring availability of essential items.
Coordinating cleaning services, landscaping, and other facility-related services.
Supervising contract execution and verifying the quality of services provided.
Coordinating mandatory technical inspections (AC, electrical, furnace, building inspections).
Maintaining schedules and documentation for all inspections.
Registering incoming and outgoing correspondence and overseeing its internal flow.
Handling shipments, deliveries, and distribution of documents and packages.
Delivering and collecting documents (internally and externally) and gathering signatures.
Maintaining an organized and compliant document storage system.
Supporting the legal and administration teams in preparing and organizing documentation.
Updating the register of Board resolutions and related documents.
Managing and maintaining the physical document archive.
Scanning, categorizing, and uploading documents to appropriate SharePoint folders.
Keeping SharePoint document libraries well structured and easy to navigate.
Supporting general administrative, operational, and office tasks as needed.
Requirements:
Strong organizational skills and attention to detail.
Ability to manage multiple ongoing tasks independently.
Reliability and ownership mindset.
Ability to communicate clearly with service providers, employees, and managers.
Experience with SharePoint and Office 365.
Ability to communicate in English at a minimum B1 level.
Nice to have:
Experience in a similar role.
Experience with document circulation, archiving, and basic legal/administrative procedures.
Terms of employment:
Employment will be delivered in an on-site model across our office locations in Bydgoszcz and Zielonka.
The role requires mobility and the ability to regularly travel between office locations.
Proposed compensation for part time job (20 h per week) - 2,500 - 3,000 PLN gross (employment contract), depending on the candidate’s skills and experience.
This position can be also subject to a civil contract (student hiring with an hourly, flexible schedule is also possible).
Medical package and sport package.
The company’s library.
We appreciate the time and effort of all the applicants. Please note that only shortlisted candidates will be contacted for the next steps in the recruitment process.
The administrator of your personal data is Sybilla Technologies Sp. z o.o., based in Bydgoszcz (ul. Toruńska 59/004). Your data will be processed for the purpose of the current recruitment process, and – if you give your additional consent – also for future recruitment processes conducted by the company. The legal basis for processing is Article 6(1)(b) and (a) of the GDPR. You have the right to access your data, rectify it, erase it, restrict its processing, transfer it, and object to its processing. Full details can be found in our Privacy Policy or by contacting us at: [email protected]. If you would like us to keep your CV for future recruitment processes as well, please include the consent clause below in your application documents. "I hereby consent to the processing of my personal data by Sybilla Technologies Sp. z o.o., with its registered office in Bydgoszcz, ul. Toruńska 59/004, included in my job application, also for the purpose of future recruitment processes carried out by the company for a period of up to 12 months." Pursuant to Article 24(6) of the Act of 14 June 2024 on the Protection of Whistleblowers, in connection with the recruitment process or negotiations preceding the conclusion of a contract, we hereby inform you that Sybilla Technologies sp. z o.o., with its registered office in Bydgoszcz, has implemented a Procedure for Reporting Legal Violations and Taking Follow-Up Actions, which is available at the following address: https://sybillatechnologies.com/wewnetrzna-procedura-dokonywania-zgloszen-naruszen-prawa-i-podejmowania-dzialan-nastepczych/
Skills Required
- Strong organizational skills and attention to detail
- Ability to manage multiple ongoing tasks independently
- Reliability and ownership mindset
- Ability to communicate clearly with service providers, employees, and managers
- Experience with SharePoint and Office 365
- Ability to communicate in English at a minimum B1 level
What We Do
Sybilla Technologies designs, builds, and operates ground-based optical systems and robotic observatories for space observation, surveillance, and safety. They specialize in software for automated data acquisition, analysis, and scheduling, focusing on areas like Space Situational Awareness, Space Debris management, and collision avoidance.
