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Operations Assistant
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About On The Spot
On The Spot Development is a software development company that builds R&D teams for heavily invested startups and tech companies from the UK, EU, and Israel.
This job opportunity is for a position within one of our teams. You will be directly employed by On The Spot and will collaborate closely with our partner companies, contributing to their product's journey.
About the team
This position is part of our back-office team, supporting efficient operational workflows and ensuring smooth administrative processes across the organization.
About the role
In this role, you will help the Operations Director with everyday office tasks, paperwork, and organizing important documents. It’s a great fit for someone who is organized, enjoys helping others, and is comfortable working with different languages.
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Responsibilities
- Assisting the Operations Director with the preparation and processing of documents
- Supporting the Operations Director in various administrative tasks and day-to-day activities
- Preparing reports in coordination with the Operations Director
- Managing and maintaining physical and digital filing systems
- Supporting the process of different applications: drafting request letters, collecting required documents from accountants, and preparing personalized cover letters for each case
- Maintaining and updating a database of individual entrepreneurs
- Assisting in the preparation of tax declarations: gathering, verifying, and organizing necessary data
- Scanning, organizing, and cataloging personal files and contract documentation
- Monthly verification of data provided for the report's preparation
- Coordinating with certified translators and managing document delivery
- Accompanying employees to banks for account openings and other formalities
- Assisting in the preparation of tax interpretations by collecting and organizing required documentation
- Monitoring equipment deliveries, preparing transfer and replacement certificates, and maintaining inventory records
Requirements
- Understanding of administrative processes
- Higher education (Bachelor’s degree or equivalent) or the last year
- Prior experience in a similar administrative or operational role will be a strong advantage
- Conversational level of Polish, English, and Russian
Benefits
- Work in a highly professional team. Informal and friendly atmosphere in the team
- Paid vacation — 20 business days per year, 100% sick leave payment
- Equipment provision
- Partially compensated educational costs (for courses, certifications, professional events, etc.)
- Legal and Accounting support in Poland
- Ability to work from our comfortable downtown office in Warsaw
- 5 sick days per year
- Medical insurance (after the end of the probationary period)
- English and Polish classes 2 times a week (online)
- Bright and memorable corporate life: corporate parties, gifts to employees on significant dates
Join us
To be considered for this position, you must have Polish citizenship, a D-type work visa, or a residence permit. Thank you!
Contribute to our growth
Know someone perfect for this role? Let us know about them. We have a referral program to recognize your support.
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