Office Manager (K/M/N)

Office Manager

Poznań, wielkopolskie

We are seeking a highly skilled and proactive Office Manager. The ideal candidate will play a crucial role in ensuring the seamless execution of operational activities, coordination of office management, and ultimately providing strategic support to the leadership team (kind of executive assistant). This person will lead and coordinate the daily activities of an administrative support team consisting of 5 people. This role is accountable for ensuring the effective, consistent, and compliant delivery of back-office and administrative services that support the overall business, with a particular focus on enabling the operational team. Reporting directly to the Managing Director.
 

Key Responsibilities:

· Office Management:

• Coordinate office activities, including meeting structures, SharePoint management, integrated annual scheduling, and correspondence handling.

• Plan, organize, and oversee the daily work of an administrative team.

• Ensure the timely, accurate, and compliant execution of all back-office and administrative activities supporting business operations.

• Provide structured and reliable administrative support to the operational team and other internal stakeholders.

• Oversee the preparation, processing, tracking, and archiving of agreements, contracts, and related documentation.

• Manage workflows related to invoices, purchase orders, and receipts, ensuring accuracy, transparency, and adherence to internal controls.

• Ensure all incoming and outgoing official correspondence is reviewed, coordinated, tracked, and responded to within required timelines.

• Monitor workload distribution, task prioritization, and deadlines to ensure consistent service delivery and operational continuity.

• Act as the primary escalation point for complex, sensitive, or high-risk administrative matters.

· Operational Coordination: Manage and support the operational aspects of the CDI function, ensuring alignment with strategic objectives.
· Quality, Legal & Compliance: Ensure all activities comply with Fresenius Medical Care policies, guidelines, and standard operating procedures.
· Meeting Management: Oversee the preparation, implementation, and follow-up of management meetings, ensuring confidentiality and efficiency.
· Presentation & Communication Support/ Assist in the creation of presentations, reports, and communication materials, and support the development of communication concepts.
· Event Coordination: Organize and coordinate CDI events in collaboration with internal and external providers.
· External Relations: Manage relationships with external service providers, agencies, and stakeholders, ensuring high-quality service delivery.
· Calendar & Travel Management: Independently prioritize and manage the executive calendar, coordinate travel arrangements, and synchronize schedules with other stakeholders.

Key Performance Indicators:
· Timely completion of tasks, maintaining high accuracy and adherence to requirements.
· Effective document management and logical organization of filing systems.
· Accurate and timely preparation of meeting minutes and materials.
· Cost-effective travel and accommodation arrangements.
· Positive feedback from supervisors and key stakeholders.


Requirements:
· Secretarial Diploma or equivalent commercial education.
· Minimum of 5 years of successful office manager, executive assistant or chief of staff experience, preferably in an international environment.
· Proven experience managing or coordinating the work of a small administrative or support team.
· Strong organizational skills with a structured and efficient working style.
· Ability to maintain confidentiality and demonstrate the highest level of professionalism.
· Proactive, solution-oriented, and capable of making decisions under pressure.
· High level of energy, positivity, and social competence.  
· Strong collaboration skills, with the ability to work across organizational boundaries.
· Proficient in office management tools (MS Office, SAP, etc.), with an understanding of modern communication software and systems.  
· Basic knowledge of dialysis and medical products is a plus.
· Proven experience in implementing or significantly contributing to the implementation of document, agreement, or correspondence workflow systems or applications is a plus.
· Fluent in English and the local country language; additional languages are an asset.

We offer:

• Medicover Sport – a sports and fitness benefit program for employees

• Medicover Health – a private healthcare program for employees

• Company Social Benefits Fund (ZFŚS) – available for employees hired under an employment contract (UoP)

• Professional Liability Insurance co-financing – Inter policy (for B2B contracts)

• Eyewear subsidy – up to PLN 350

• Employee Referral Program – from PLN 4,000 and above for a successful referral

• Another Year Together – every year we appreciate and celebrate that you are with us

Who we are:

Fresenius Medical Care is a global leader in dialysis therapy and comprehensive care for patients with chronic kidney disease. Our mission is to improve treatment outcomes, enhance therapy safety, and support patients at every stage of their nephrology journey.

Every day, our employees make a real impact on the health and lives of patients with chronic kidney disease around the world. That is why our people—specialists, nurses, technicians, and support teams—are at the heart of everything we do. We provide an innovative and supportive work environment that enables them to deliver care at the highest level.

If you are looking for a place where advanced medical technology meets empathy, where clinical excellence goes hand in hand with an individualized approach to patient care, and where collaboration leads to meaningful progress—this is the place for you.

Interested?
Please submit your CV via the application form or send it directly to:
📧 martyna.szczytkowska@freseniusmedicalcare.com