Office Manager

Job description

Most office managers run an office. You'll build one - the vendors, processes, and standards that keep a company's physical layer running at 40 people and still hold at 100. You're the first person in this role, which means nothing exists yet. That's the appeal. We're growing fast, and every month adds desks, deliveries, visitors, and vendors. Handling each one by hand doesn't scale. Your job is to turn the office into a system: things reorder before they run out, guests are expected before they arrive, new joiners find a working desk on day one - without anyone asking you. WHAT YOU'LL BUILD - A purchasing system - supplies, coffee, equipment, furniture. Tracked stock levels, compared vendors, invoices filed for accounting. Nothing runs out, ever. - A logistics flow - every package in and out goes through one process: receiving, distributing, returns, couriers. - A facilities operation - repairs, building management, access cards, keys, parking. Problems get fixed before they're reported. - A visitor experience - guests, candidates, and partners are welcomed and looked after. First impressions are part of your output. - An upkeep standard - cleaning service coordinated, shared spaces 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 Every thread is yours until it closes. You notice, fix, and confirm - nobody asks twice. The measure of success: the team never thinks about the office, and every system you build runs without you in the room. WHO YOU ARE - 2+ years in an office manager or facilities role - You run on lists and systems, not memory - Reliable - if you say it's handled, it's handled - Proactive - the broken chair is fixed before anyone mentions it - Warm and professional - you're often the first face people see - Strong English (company language); Polish a big plus for vendors and couriers - Warsaw-based, on-site - the role is the office Nice to have: you've built the office function from scratch before, negotiated a vendor below their first quote, or use AI tools (ChatGPT, Claude, Viktor) to systematize your own work. 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, Dublin, and Warsaw. Remote for some roles.