Most office managers run an office. You'll build one - the vendors, processes, and standards that keep a company's physical layer running at 30 people and still hold at 100. You're the first person in this role, which means nothing exists yet. That's the appeal.
We're growing fast, and every month adds desks, deliveries, visitors, and vendors. Handling each one by hand doesn't scale. Your job is to turn the office into a system: things reorder before they run out, guests are expected before they arrive, new joiners find a working desk on day one - without anyone asking you.
What you'll buildA purchasing system - supplies, coffee, equipment, furniture. Tracked stock levels, compared vendors, invoices filed for accounting. Nothing runs out, ever.
A logistics flow - every package in and out goes through one process: receiving, distributing, returns, couriers.
A facilities operation - repairs, building management, access cards, keys, parking. Problems get fixed before they're reported.
A visitor experience - guests, candidates, and partners are welcomed and looked after. First impressions are part of your output.
An upkeep standard - cleaning service coordinated, shared spaces in shape, the bar raised where you see it slipping.
A day-one setup - new joiners walk into a ready desk with working equipment. Plus office events and the errands that keep the week moving.
Every thread is yours until it closes. You notice, fix, and confirm - nobody asks twice. The measure of success: the team never thinks about the office, and every system you build runs without you in the room.
Who you are2+ years in an office manager or facilities role
You run on lists and systems, not memory
Reliable - if you say it's handled, it's handled
Proactive - the broken chair is fixed before anyone mentions it
Warm and professional - you're often the first face people see
Strong English (company language); Polish a big plus for vendors and couriers
Warsaw-based, on-site - the role is the office
Nice to have: you've built the office function from scratch before, negotiated a vendor below their first quote, or use AI tools (ChatGPT, Claude, Viktor) to systematize your own work.
How we workSmall team, high trust, low process. Decisions are made by owners, not committees. You will ship your first week. You will talk to users your first day.
We don't do alignment meetings or stakeholder syncs. We build things, see if they work, and iterate.
Why ViktorWe're one of the fastest-growing companies in the world. The product works. The market is pulling.
This is a rare window: everyone here owns something real. Not a task. A surface of the company that customers depend on.
That doesn't last forever. Right now, it's still true.
CompensationTop-of-the-market salary and the kind of ownership that only exists at this stage.
The best work happens when you're in the room. Munich, New York, Dublin, and Warsaw. Remote for some roles.
Skills Required
- 2+ years as an office manager or equivalent office/facilities role
- Strong English (company language)
- Warsaw-based, on-site
- Reliable — follows through without requiring double-checks
- Organized — uses systems and lists to prevent shortages and surprises
- Proactive — notices and fixes issues before being asked
- Warm and professional front-facing demeanor for guests and candidates
- Polish language skills
- Experience being the first office hire and building office function from scratch
- Vendor management and negotiation experience
- Experience using AI tools (e.g., ChatGPT, Claude, Viktor) to organize work
What We Do
Viktor is an AI coworker and teammate integrated into Slack and Microsoft Teams. It connects to thousands of tools and leverages company context to perform real work for businesses across finance, marketing, operations, and engineering. The company is focused on building a product that can replace a large portion of the existing SaaS stack.
