Senior Administration & Workplace Specialist

The Senior Administration & Workplace Specialist will take ownership of office functionality and feel across Warsaw HQ and coworking spaces in Kraków and Wrocław. This role involves coordinating office services, managing renovation projects, handling procurement, liaising with internal teams, overseeing canteen operations, processing invoices, administering work phones, and supervising operations in other working areas. The goal is to create an office environment that supports focus, comfort, and collaboration, ensuring smooth daily operations.

Must Have

• Coordinate office services (cleaning, coffee, water, technical support), including sourcing suppliers, negotiating contracts, and overseeing delivery.
• Manage renovation projects and space planning, working with architects and recommending tailored office solutions.
• Handle procurement for supplies and furniture, from initial research to price negotiation and delivery.
• Liaise with internal teams to understand workspace needs and ensure a high-quality experience.
• Oversee canteen operations, from contracts to service improvements.
• Process invoices and track business expenses.
• Administer work phones, numbers, roaming, and devices in collaboration with the network provider.
• Manage internal ticketing system, assign tasks and follow up on delivery.
• Supervise operations in Kraków and Wrocław working areas, including vendor management and space usability.
• Minimum 5 years of experience in office administration or workplace operations.
• Proven problem-solving and planning abilities.
• Ability to identify and implement improvements that align with team needs and industry practices.
• Confidence in sharing knowledge and collaborating with cross-functional teams.
• Proficiency in both Polish and English (spoken and written).
• Willingness to work primarily on-site in Warsaw; occasional travel to Kraków and Wrocław may be required.

Good to Have

• Familiarity with architectural plans and tools like AutoCAD.
• Experience in interior design or space optimization.

Perks & Benefits

• Private medical healthcare with dental care and unlimited rehabilitation (accessible for partner and relatives).
• Life insurance and comprehensive pension plans.
• Annual screenings for cancer prevention.
• Psychological and psychiatrist care, free mental health support.
• Sports card access to sporting and fitness facilities.
• Menstrual leave (one extra day off for period pain).
• RED Parents Network (childcare benefits, family-friendly events).
• RED Summer Camp for Kids (majoritively company-paid).
• Welcome pack filled with goodies.
• Trainings, lectures, and courses (workshops, knowledge-sharing, online tutorials, e-learning).
• Access to cafeteria platform for subscription benefits, additional medical packages, vouchers/codes for shops, cinemas, public transport reimbursement.
• Gifts for newborn rebels and cool swag.
• Dog-friendly office.
• Regular social events at the studio.
• Onsite canteens with healthy selections.
• Truly international working environment.
• Electric car charging points, green zones on campus.
• Designated space for bicycles, bicycle repair equipment, and showers.
• Onsite, well-equipped gym with climbing wall, daily Gym Assistant support, yoga and boxing classes.
• No dress-code.

Company Description

To create revolutionary, story-driven RPGs which go straight to the hearts of gamers — this is our mission. Want to dive deeper into our company’s culture? Explore our social media and check out our YouTube channel and Beyond the Game Blog where we share behind-the-scenes insights and stories direct from our team members!

Job Description

Our Administration team is looking for a Senior Administration & Workplace Specialist who’s ready to take ownership of how our offices function and feel. We manage our Warsaw HQ and coworking spaces in Kraków and Wrocław. Our goal? To create an office environment that supports focus, comfort, and collaboration—while also making everyday things just work smoothly. From coffee machines and canteens to office design and renovation projects, we’re here to make sure everyone has what they need to do their best work. Love the idea of blending practical logistics with creative workspace design? You might be exactly who we’re looking for.

Daily responsibilities:

• Coordinate office services (cleaning, coffee, water, technical support), including sourcing suppliers, negotiating contracts, and overseeing delivery.
• Manage renovation projects and space planning – working with architects and recommending tailored office solutions.
• Handle procurement for supplies and furniture – from initial research to price negotiation and delivery.
• Liaise with internal teams to understand workspace needs and ensure a high-quality experience.
• Oversee canteen operations – from contracts to service improvements.
• Process invoices and track business expenses.
• Administer work phones, numbers, roaming, and devices in collaboration with the network provider.
• Manage our internal ticketing system – assign tasks and follow up on delivery.
• Supervise operations in Kraków and Wrocław working areas – including vendor management and space usability.

Qualifications

• Minimum 5 years of experience in office administration or workplace operations.
• Proven problem-solving and planning abilities.
• Ability to identify and implement improvements that align with team needs and industry practices.
• Confidence in sharing knowledge and collaborating with cross-functional teams.
• Proficiency in both Polish and English (spoken and written).
• Willingness to work primarily on-site in Warsaw; occasional travel to our working areas in Kraków and Wrocław may be required.

Nice to have:

• Familiarity with architectural plans and tools like AutoCAD.
• Experience in interior design or space optimization.

Additional Information

Working mode

• Office-First: working primarily from the Warsaw office.

Health & Well-Being

• Private medical healthcare — a selection of medical plans with dental care and unlimited rehabilitation to choose from, which are also accessible for your partner and relatives.
• Life insurance — comprehensive pension and insurance plans to protect you and your loved ones.
• Annual screenings for cancer prevention covered by the company.
• Psychological and psychiatrist care — free mental health support and various well-being initiatives.
• Sports card — gain access to a wide number of sporting and fitness facilities across the city.
• Menstrual leave — employees who menstruate can take one extra day off when experiencing period pain.
• RED Parents Network — support for working parents, including childcare benefits, and family-friendly events.
• RED Summer Camp for Kids — a fun summer program for children aged 5–12, majoritively paid by the company.

Perks & Professional Growth

• A welcome pack filled with goodies — to help you feel right at home once you join the team.
• Trainings, lectures, and courses — workshops and trainings for each employee, knowledge-sharing initiatives, online tutorials, and e-learning classes are all available. There’s always something to learn!
• REDs have access to the cafeteria platform through which they can receive subscription benefits, additional medical packages or vouchers and codes to shops, cinemas, and public transport reimbursement.
• Gifts for newborn rebels and regular chances to nab some cool swag!

Social Activities & Life in the Office

• Dog-friendly office — dog owner? Bring your pooch with you and look after them while working! There’s always a furry friend or two to meet at the studio.
• Social events — we host regular gatherings at the studio where we can all unwind, play games, and just have some fun together.
• Healthy selections — ​​canteens.
• Truly international working environment — a chance to meet and work with a diverse selection of people from all around the world.
• Sustainability is an ongoing commitment for us, and our campus has electric car charging points, green zones, and much more. Read all about it on our Beyond the Game Blog.
• A designated space for your bicycle, as well as bicycle repair equipment and showers available whenever you need them.
• An onsite, well-equipped gym with a climbing wall, daily Gym Assistant support, and yoga and boxing classes.
• No dress-code — we like to keep it casual.