Administration Specialist

Company Description

Software Mind develops solutions that make an impact for companies around the globe. Tech giants & unicorns, transformative projects, emerging technologies and limitless opportunities – these are a few words that describe an average day for us. Building cross-functional engineering teams that take ownership and crave more means we’re always on the lookout for talented people who bring passion and creativity to every project. Our culture embraces openness, acts with respect, shows grit & guts and combines collaboration with enjoyment.

Job Description

Project – the aim you’ll have

We are looking for an Administration Specialist to join our Software Mind office and support the smooth day-to-day operations of the workplace.

This role is ideal for someone who is well-organized, communicative, and proactive - a person who enjoys working with people and creating a positive experience for both employees and visitors.

Role – how you’ll contribute

• Guest Services: Greeting customers and maintaining the company’s image.
• Correspondence: Receiving, registering, and sending mail and courier packages.
• Phone and Email: Answering phone calls and managing the office’s main email inbox.
• Filing: Organizing contracts, HR documentation, and current correspondence.
• Reporting: Preparing expense reports and administrative summaries.
• Purchasing: Ordering food items (coffee, tea), office supplies, and cleaning supplies.
• Vendors: Liaising with couriers, the cleaning company, and the office equipment service provider.
• Events: Assisting with the organization of business meetings, conferences, and company team-building events.
• Communication: Communicating important administrative messages to the entire team.

Qualifications

Expectations – the experience you need

• Experience: At least 1 year in office administration or customer service.
• Computer skills: Proficiency in MS Office (Word, Excel, Outlook).
• Foreign language: English proficiency at a minimum B2 level.
• Equipment skills: Ability to use office equipment (printers, scanners).
• Organization: Excellent ability to organize one’s own work and maintain order in documents.
• Communication: Strong interpersonal skills and the ability to build relationships easily.
• Stress tolerance: Ability to work under time pressure and resolve urgent problems.
• Availability: Independence, assertiveness, and attention to detail.

Additional skills – the edge you have

• Knowledge of SharePoint.
• Knowledge of the Saldeo accounting system.

Additional Information

What we offer:

• Flexible cooperation options
• International projects with leading global clients
• Travels related to international projects
• Non-corporate atmosphere
• Access* to language classes
• Access* to knowledge-sharing initiatives
• Access* to private healthcare and life insurance
• Access* to multisport card

*The availability and terms of individual benefits may vary depending on the chosen form of cooperation.