Office Manager
Overview:
VIOTAS is looking for an organised, proactive and resourceful Office Manager to support our Kraków office on a part-time, 12-month maternity cover contract.
You will take responsibility for the day-to-day operation of our Kraków office, supporting a team of approximately 10 people and ensuring that the office runs smoothly and efficiently. The role combines office administration, employee onboarding, supplier and finance administration, event and travel coordination, and project support for our Innovation team.
This is a standalone role reporting to the Director of Innovation at VIOTAS headquarters in Ireland. As the position is part-time, you will need to be comfortable working independently, prioritising activities and coordinating requirements within agreed working hours.
About VIOTAS
VIOTAS is a smart grid technology company headquartered in Ireland. We help large energy users provide flexibility to electricity grids and participate in energy markets, supporting the integration of renewable generation and a more resilient power system.
We combine proprietary technology, market expertise and operational capability to help customers unlock the value of demand flexibility at scale.
Key Responsibilities:
- Manage the day-to-day administration and operation of the Kraków office.
- Ensure the office has the equipment, supplies and stationery required for effective day-to-day operations, and coordinate maintenance where needed.
- Organise local events, internal meetings and meetings with clients.
- Arrange accommodation and business travel for employees.
- Coordinate employee inductions, health and safety training, medical examinations and other local onboarding requirements.
- Coordinate wellbeing, culture and team initiatives for the Kraków office.
- Prepare documentation for accounting and support local administrative processes.
- Prepare reports, correspondence and documentation for VIOTAS headquarters.
- Support management with quotations, pricing information and administration relating to local contracts.
- Translate business materials to and from English, as required.
- Provide administrative and project support to the Innovation team at VIOTAS headquarters in Ireland.
Essential Requirements:
- Fluency in English with grammatical proficiency in written and spoken word.
- Excellent organization and time management skills.
- Technically orientated/technical support skills, comfortable troubleshooting routine workplace technology.
- Practical, solutions-focused approach to problem solving.
- Conscientiousness able to work autonomously.
- Confident use of Microsoft Office and everyday workplace technology and office equipment.
- Proficiency in using emerging AI and automation tools to improve workplace efficiency.
- Higher education (in a relevant field of study: business, marketing, information
systems etc) is advantageous.
Job Type:
Part time, 12-month contract fixed term employment contract.
Working Arrangement: Schedule can be flexible but ideally x5 half days or 3 full days.
Location:
al. Słowackiego, Krakow, Poland.
Benefits:
- Annual training budget of up to 10,000 PLN, per year (pro rata, based on full time hours)
- Annual performance-based bonus
- Option to access LuxMed private medical care and a MultiSport card
- Access to the PPK programme with Generali, supporting long-term savings and financial security
Skills Required
- Fluency in English, including strong written and spoken grammatical proficiency
- Excellent organization and time management skills
- Technical support skills and comfort troubleshooting routine workplace technology
- Practical, solutions-focused problem-solving approach
- Conscientiousness and ability to work autonomously
- Confident use of Microsoft Office, workplace technology, and office equipment
- Proficiency using emerging AI and automation tools to improve workplace efficiency
- Higher education in a relevant field such as business, marketing, or information systems
What We Do
We help large businesses generate additional revenue and achieve their sustainability goals through smart electricity management and demand response services. VIOTAS technologies allow commercial and industrial organisations to earn revenue by becoming active participants on the power system. We also support other utilities by managing their interactions with the electricity market and the dispatching of their generation assets. Innovation is at the core of what we do and our dedicated team, VIOTAS Innovation, are developing the next generation of demand response products intended to expand the scope of DSU participation on the power system. VIOTAS supports global and national commercial and industrial partners including, but not limited to Pharmaceuticals, Manufacturing, Medical, AgriTech, and Food and Beverage.
