Job Description
Contract: Permanent, Full Time
We are excited to announce the opening of new offices in Poland, marking an important step in our firm’s strategic expansion across Central and Eastern Europe.
The Office Services Manager is responsible for overseeing the efficient daily operations of the office, ensuring a productive and well-organised workplace. This role includes managing administrative support, supervising facilities maintenance, coordinating office resources, managing employee safety and document management, The Office Services Manager will work closely with vendors, handle budget management, and ensure that all office services align with company objectives and employee needs.
What your day will look like:
Client Experience & Service
Act as the main point of contact for all office services queries, delegating to the wider team as required
Send/present office wide communications to ensure all employees are informed of any major changes in Office Services and respond to all questions raised
Manage all office supplies to ensure staff have equipment needed to complete their roles without disruption
Manage the client experience of visiting a Fragomen Poland Office: reception maintenance, welcome process, query responses, main voicemail recordings
Manage the on-boarding and off-boarding process for all staff, to ensure Europe wide compliance and Health and Safety
Work closely with the RBS Pillars to assist with events crossing over with Office Services such as in-house parties, fund raisers etc
Employee Safety & Wellbeing
Manage all compliance of Health & Safety requirements
Manage the on-boarding of all new starters, ensuring Health and Safety training is given during their day one induction, equipment allocated, and office information passed on
Assist with insurance renewals and claims where needed
Assist with managing BCP plans, Security Audits and annual TableTop Exercises, ensuring staff contact details are regularly updated
Sustainability compliance managed and promoted within the office and actioning/sharing information with the Environmental and Sustainability pillar where appropriate
Manage office capacities, floor plans and action any changes requested working with the Director Office Services Europe
Manage the online booking system for the Poland offices
Management & Coordination of Office Services Team
Line management responsibility for the Office Services Team
Implement any necessary changes to the Poland offices’ administration processes and ensure team and wider office are aware of these
Project work with the Director Office Services, Europe
Facilities & Supplier Management & Compliance
Manage relationships with Building contacts, all suppliers and engineers in all four offices to ensure the offices are safe and compliant and a high level of service is being provided
Research and on-board new suppliers as needed
Review and process all office related contracts, invoices and expenses in a timely manner and keep records updated and raise issues with accounts
Prepare and manage the Office Services team budget; ensuring current suppliers and facilities are a cost-effective option whilst maintaininga high level of service
Building & Office Management
Document Management & Processing
Manage the Poland Office Services drop boxes, keeping processes updated and ensure all queries responded to in a timely manner
Consistent training with staff to ensure they are aware of changes and updates to any processes
Ensure high service levels to all caseworkers with reference to client post, filings, passport and other physical documents/information arriving at the office. Making sure everything is logged in a timely manner and kept secure and policy adhered to
You will be joining a dynamic team of immigration professionals working in a fast-paced, international environment. Collaboration is at the heart of what we do—teamwork, knowledge sharing, and mutual support are essential to our success. As we build our presence in Poland, you’ll have the opportunity to contribute meaningfully from day one while being supported by a culture that values empowerment, growth, and continuous learning. It’s an exciting time to join a team where your expertise will have a real impact.
A bachelor’s degree in business administration, facilities management, or a related field (preferred but not essential)
Experience in office management, facilities management, or administrative services
Proven experience managing staff and leading office support functions
Strong organisational skills and the ability to multitask in a fast-paced environment
Excellent communication, interpersonal, and problem-solving skills
Proficiency in office management software (e.g., Microsoft Office, Google Workspace, project management tools)
Knowledge of office health and safety regulations is a plus
Attention to detail and ability to improve office processes
A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen, and we are fully committed to providing equal opportunities.
At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include(but are not limited to):
Competitive Salary:We offer salaries that reflect your skills and experience
Health and Wellness: Private Medical Insurance
Protection and Security:Pension scheme
Professional Development:Access to our e-learning platform
What to expect:
Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call
If shortlisted, you will be invited to participate in our interview process, which will consist ofat least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment
After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided
At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will considerwhat reasonable adjustments are possible to meet your needs
At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a diverse, forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it isassisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.
We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritise Fragomen’s social responsibility through a cohesive strategy covering five key focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR, Pro Bono and Sustainability. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website -https://www.fragomen.com/about/responsible-business-practices.html
Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.
All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position's location, and conducting a comprehensive background check, where permitted by local regulations.
