Responsibilities

As an Office & Fleet Specialist, you will play a dual role in ensuring the smooth daily operations of our Warsaw office and the professional management of our company fleet. We are looking for a highly organized, proactive individual who can balance administrative excellence with operational support. Your goal is to create a welcoming, efficient workplace while ensuring our fleet is safe, compliant, and well-maintained.

Key Responsibilities

1. Office Administration & Employee Experience

• Office Coordination: Oversee daily office operations to ensure a professional, organized, and welcoming environment.
• Communication: Serve as the primary point of contact for internal staff, international offices, and external vendors/visitors.
• HR Support: Facilitate administrative parts of the onboarding and offboarding processes (workstations, access cards, etc.).
• Culture & Events: Organize office events, team integrations, and conferences, fostering a positive and friendly atmosphere.
• Privacy & Compliance: Act as the Privacy Lead, implementing and enforcing office policies and data protection procedures.

2. Fleet & Mobility Management

• Procurement: Research, select, and purchase/lease vehicles in alignment with company policy and budget; lead negotiations with dealerships.
• Operations: Coordinate inspections, technical tests, and routine servicing of pool cars through external partners.
• Administration: Manage fuel cards, process fleet-related invoices, and maintain accurate digital and physical records.
• Emergency Support: Develop emergency procedures and provide support to drivers in case of accidents or breakdowns (ensuring 24/7 availability for critical incidents).
• Compliance: Ensure all drivers are equipped with safety kits and stay updated on safety regulations.

3. Facility Oversight & Budgeting

• Vendor Management: Coordinate with cleaning services, catering, and office providers to maintain high facility standards.
• Supplies Management: Manage stock levels for office supplies and equipment, ensuring availability and cost-effectiveness.
• Financial Support: Assist in budget preparation, monitor office-related expenses, and collaborate with the Finance department on reporting.

#SIG2025 #LI-MC1 #LI-Hybrid

Education / Qualifications

Experience & Education:

• Professional Experience: 2–4 years of experience in office management or administration, ideally with exposure to fleet management or logistics tasks.
• Education: University degree (preferred in Administration, Management, or related fields).
• Driver’s License: Active Category B license (mandatory).

Skills & Competencies:

• Languages: Fluency in Polish and English (both written and spoken) for effective inter-office coordination.
• Software: Proficiency in MS Office, with strong Excel skills for data tracking and budgeting.
• Organization: Exceptional multitasking abilities and a high level of self-reliance.
• Problem Solving: A "can-do" attitude with the ability to remain calm and decisive during unexpected situations (e.g., vehicle issues).
• Interpersonal Skills: A professional image with a strong focus on customer service and internal communication.

#SIG2025 #LI-MC1 #LI-Hybrid

About Hexagon

Hexagon is the global leader in enterprise software, empowering organizations to build a safer, more sustainable and efficient future. We transform complex data into actionable insights that drive smarter decisions, modernize operations and accelerate digital maturity across industries that matter most — public safety, defense, transportation, government, industrial facilities and physical security.
 
Hexagon (Nasdaq Stockholm: HEXA B) has approximately 24,800 employees in 50 countries and net sales of approximately 5.4bn EUR. Learn more at hexagon.com. 

Why work for Hexagon?

At Hexagon, if you can see it, you can do it. Hexagon puts their trust in you so that you can bring your ideas to life. We have emerged as one of the most engaged and enabled workplaces*. We are committed to creating an environment that is truly supportive by providing the resources you need to fully support your ambitions, no matter who you are or where you are in the world. 
 
* In the recently concluded workplace effectiveness survey by Korn Ferry, a global HR advisory firm, Hexagon, has emerged as one of the most Engaged and Enabled workplaces, when compared to similar organizations that Korn Ferry partners with. 

Everyone is welcome

At Hexagon, we believe that diverse and inclusive teams are critical to the success of our people and our business. Everyone is welcome—as an inclusive workplace, we do not discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all. 
 
Respect is the cornerstone of how we operate, so speak up and be yourself. You are valued here.