Office Manager

The Short Version
You keep the Warsaw office running so the team doesn't have to think about it. Purchasing, packages, visitors, cleaning, logistics - the physical layer of the company is yours. It's a part-time, on-site role, and the bar is simple: when something's missing, broken, or arriving, you already know about it.

The Hard Part
We're heading from ~25 people toward 50–70, and the office has to scale with us - more desks, more deliveries, more visitors, more vendors. That only works if you build systems that run without you in the room, and if this work is invisible because it's done, not because nobody's doing it.

What You'll Actually Do
• Purchasing. Office supplies, snacks and coffee, equipment orders, furniture. You track what runs out before it runs out, compare options, and keep invoices filed for accounting.
• Packages and deliveries. Everything that arrives at or leaves the office goes through you - receiving, distributing, returns, couriers.
• Office logistics and coordination. Repairs, building management, access cards, keys, parking, and whatever the space needs to work for a growing team.
• Visitors. Guests, candidates, and partners are welcomed, expected, and looked after.
• Cleaning and upkeep. Coordinate the cleaning service, keep shared spaces and meeting rooms in shape, and raise the standard where you see it slipping.
• Team support. Help with office events, onboarding setups for new joiners (desk, equipment on day one), and ad-hoc errands that keep the week moving.

The Bar
You treat every thread as yours until it closes. You don't wait to be asked; you notice, fix, and confirm. You're measured on whether the team ever has to think about the office - and on the first impression every guest and candidate walks away with. Nothing runs out, nothing sits unclaimed, nothing stays broken.

Who You Are
• Experience. 2+ years as an office manager (or equivalent office/facilities role).
• Reliable. If you say it's handled, it's handled. The team stops double-checking within your first month.
• Organized. You run on lists and systems, not memory - nothing arrives unexpected and nothing runs out.
• Proactive. You see the empty coffee shelf, the broken chair - and it's fixed before anyone mentions it.
• Warm and professional. You're often the first face a guest or candidate sees. That first impression is part of the job.
• Strong English. English is our company language and the first requirement. Polish is a big plus for vendors, couriers, and building management.
• Warsaw-based, on-site.

Nice to Have
• You've been the first office hire somewhere and built the function from scratch.
• You've managed vendors and negotiated a better deal than the first quote.
• You use AI tools (ChatGPT, Claude, Viktor) to organize your own work.

You'll own this end-to-end, backed by a team that notices when the office just works. Few people tick every box here. If you've kept an office running somewhere before and want to do it at startup speed, apply.

How we work

Small team, high trust, low process. Decisions are made by owners, not committees. You will ship your first week. You will talk to users your first day.

We don't do alignment meetings or stakeholder syncs. We build things, see if they work, and iterate.

Why Viktor

We're one of the fastest-growing companies in the world. The product works. The market is pulling.

This is a rare window: everyone here owns something real. Not a task. A surface of the company that customers depend on.

That doesn't last forever. Right now, it's still true.

Compensation

Top-of-the-market salary and the kind of ownership that only exists at this stage.

The best work happens when you're in the room. Munich, New York, and Warsaw. Remote for some roles.