Office Manager

Most office managers run an office. You'll build one. Purchasing, packages, visitors, cleaning, logistics — the physical layer of the company is yours to turn into systems that run on their own. The bar is simple: when something's missing, broken, or arriving, the system already caught it.

You'll be the first person to hold this role. The vendors, the processes, the standards — you pick them, and they'll still be running when we're 100 people.

The Hard PartWe're heading from ~30 people toward 100, and every month adds desks, deliveries, visitors, and vendors. Handling each one by hand doesn't scale. It 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 BuildA purchasing system. Supplies, snacks and coffee, equipment, furniture. Stock is tracked, options compared, invoices filed — things reorder before they run out.

A delivery flow. Everything that arrives at or leaves the office goes through one process: receiving, distributing, returns, couriers.

A facilities operation. Repairs, building management, access cards, keys, parking — problems fixed before they're reported.

A visitor experience. Guests, candidates, and partners are expected before they arrive, welcomed, and looked after.

An upkeep standard. Cleaning service coordinated, shared spaces and meeting rooms in shape, the bar raised where you see it slipping.

A day-one setup. New joiners walk into a ready desk with working equipment. Plus office events and the 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, on the first impression every guest walks away with — and on whether the systems you build keep working when you're not in the room. Nothing runs out, nothing sits unclaimed, nothing stays broken.

What You Get

Your own budget. You compare, decide, and buy. Nobody signs off on your coffee order.

You work in the same room as the people running the company, and they'll know exactly what you do for them.

A company growing fast enough that the office you set up this year will be too small next year. The systems you build have to outlast it. That's the job.

Who You Are2+ years as an office manager, or an equivalent office/facilities role.

A systems thinker. You run on lists, checklists, and processes, not memory — and you'd rather fix the process than fix the same problem twice.

Reliable. If you say it's handled, it's handled. The team stops double-checking within your first month.

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.

Strong English — it's our company language and the first requirement. Polish is a big plus for vendors, couriers, and building management.

Warsaw-based, on-site. The role is the office; there's no remote version of it.

Nice to Have

You've been the first office hire somewhere and built the function from scratch.

You've negotiated a vendor down from their first quote.

You use AI tools (ChatGPT, Claude, Viktor) to systematize your own work.

How We HireIntro call — 30 minutes.

On-site visit — meet the team, see the office you'd be running, talk through a few real situations.

Offer, usually within a week of the visit.

Why ViktorWe build Viktor, an AI coworker used by teams around the world, and we're growing faster than almost anyone. Most of what that growth needs from the office doesn't exist yet. You'd be the one who builds it.