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Administration Specialist

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. 

Due to the dynamic growth of our company and the opening of a new office location, we are looking for an Administration Specialist who will support us in managing our office operations and multiple sites.

Accountabilities:

  • Ensuring smooth daily functioning of the offices.
  • Maintaining order, readiness, and operational continuity across all locations.
  • Ordering and replenishing office supplies, cleaning materials, and basic equipment.
  • Managing inventory levels and ensuring availability of essential items.
  • Coordinating cleaning services, landscaping, and other facility-related services.
  • Supervising contract execution and verifying the quality of services provided.
  • Coordinating mandatory technical inspections (AC, electrical, furnace, building inspections).
  • Maintaining schedules and documentation for all inspections.
  • Registering incoming and outgoing correspondence and overseeing its internal flow.
  • Handling shipments, deliveries, and distribution of documents and packages.
  • Delivering and collecting documents (internally and externally) and gathering signatures.
  • Maintaining an organized and compliant document storage system.
  • Supporting the legal and administration teams in preparing and organizing documentation.
  • Updating the register of Board resolutions and related documents.
  • Managing and maintaining the physical document archive.
  • Scanning, categorizing, and uploading documents to appropriate SharePoint folders.
  • Keeping SharePoint document libraries well structured and easy to navigate.
  • Supporting general administrative, operational, and office tasks as needed.

Requirements

  • Strong organizational skills and attention to detail. 
  • Ability to manage multiple ongoing tasks independently. 
  • Reliability and ownership mindset. 
  • Ability to communicate clearly with service providers, employees, and managers. 
  • Experience with SharePoint and Office 365. 
  • Ability to communicate in English at a minimum B1 level. 

Nice to Have

  • Experience in a similar role.
  • Experience with document circulation, archiving, and basic legal/administrative procedures.

Terms of employment

  • Employment will be delivered in an on-site model across our office locations in Bydgoszcz and Zielonka. 
  • The role requires mobility and the ability to regularly travel between office locations. 
  • Proposed compensation for part time job (20 h per week) – 2,500 – 3,000 PLN gross (employment contract), depending on the candidate’s skills and experience. 
  • This position can be also subject to a civil contract (student hiring with an hourly, flexible schedule is also possible). 
  • Medical package and sport package. 
  • The company’s library. 
Apply Here