Administration Specialist

Job offer

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.

About the role

We are looking for an Administration Specialist to keep our office and daily administrative processes running smoothly. You will manage front desk operations, coordinate documentation, and support teams with their day-to-day administrative needs. This role suits someone organized, detail-oriented, and ready to take ownership.

Your responsibilities:

Coordinate front desk operations and provide professional support to visitors, employees, suppliers, and external partners.
Manage incoming and outgoing correspondence, including calls, mail, courier services, and administrative inquiries.
Coordinate visitor registration, access procedures, meeting room readiness, and other day-to-day office activities.
Register, distribute, track, and archive company documentation, including coordinating approval and signature workflows.
Ensure documents are complete, properly circulated, easy to retrieve, and handled in line with internal procedures.
Upload, classify, and maintain documentation in SharePoint, keeping information accurate, searchable, and accessible.
Support audits, inspections, meetings, and internal events by coordinating the required documentation and logistics.
Monitor office supplies and work with service providers to support efficient office operations.

Requirements

1-3 years of experience in administration, office support, reception, document management, or a similar role.
Driving licence category B.
Fluent Polish & good command of English (min. B1)
Bachelor’s degree or higher.
Experience handling company documentation and business correspondence.
Proficiency in Microsoft Office and SharePoint/Microsoft 365.
Excellent organizational skills and strong attention to detail.
Ability to prioritize tasks, work independently, and consistently follow through on commitments.
Professional communication skills, reliability, discretion, and a service-oriented mindset.

Nice to Have

Experience with document management systems.
Experience in an engineering, technology, or manufacturing company.
Experience supporting audits, inspections, or compliance-related processes.
Experience working across multiple office locations.

Terms of employment

Hybrid work model (HQ in Bydgoszcz and site in Zielonka).
Compensation: PLN 7,000-8,000 gross/month (UoP), depending on experience and skills.
Full‑time position with flexible working hours.
Private medical care (LuxMed) and sports package (Multisport).  
Structured onboarding with dedicated support during the first weeks. 
A front-desk role at the heart of a growing SpaceTech company, supporting employees, visitors, and external partners.