Office Manager

About Frontiers

At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet.

We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.

Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.

To learn more about our impact and culture, please watch this video

Requirements

We’re looking for a proactive and highly organized Office Manager to support the development and oversee the smooth daily running of our Warsaw hub and ensure a professional, safe, and welcoming environment for all employees and visitors.

As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and employee support while also helping to establish and continuously improve how the office operates. You’ll play a key role in shaping simple, scalable processes and ensuring the hub reflects our culture, brand, and ways of working.

This is a hands-on role suited to someone who enjoys taking ownership, building structure where needed, and creating consistent, high-quality workplace experience.

What you will do:

• Oversee the daily operation of the Warsaw office, ensuring the workspace is clean, functional, safe, and well-equipped
• Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, and contractors
• Manage access control, visitor processes, and deliveries
• Work closely with the Head of Events and Workplaces to coordinate maintenance, repairs, and workspace improvements
• Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement
• Support onboarding and offboarding, including workspace set-up, equipment provisioning, and office orientation
• Collaborate with IT to address office technology needs and maintain hardware inventories
• Establish, document, and continuously improve local office procedures, workplace guidelines, and playbooks
• Maintain and communicate local office procedures, workplace guidelines, and health & safety requirements
• Support health & safety administration, including incident reporting, drills, and compliance documentation
• Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money
• Provide friendly, responsive onsite support for employees’ day-to-day needs and workspace requests
• Assist with onsite meetings, workshops, leadership visits, and small office celebrations (set-up, catering coordination, materials)
• Contribute to building a positive, well-functioning workplace environment as the hub evolves

About you:

You’re an organized, proactive, and adaptable professional who enjoys creating order, solving problems, and helping others. You take ownership, communicate clearly, and thrive in a role where you can both build and operate. You’re naturally curious, tech-comfortable, and motivated to improve how things work over time.

Ideally, you have:

• 3+ years of experience in office management, administration, and facilities coordination

• Excellent organizational skills and strong attention to detail

• Confidence managing multiple projects, stakeholders, and suppliers simultaneously

• Experience creating or improving processes, documentation, or internal guidelines/playbooks

• Clear and professional communication skills (written and verbal)

• A proactive, solution-oriented mindset with the ability to adapt as needs evolve

• Comfort using workplace tools, systems, and technology to streamline processes

• Fluent Polish and business-level English (native or near-native proficiency)

Bonus points for:

• Experience in coworking environments or with landlord/vendor management

• Knowledge of health & safety processes

• Basic comfort with IT/AV troubleshooting

• Interest in workplace culture, sustainability, and employee experience

Benefits

At Frontiers, our working model for new roles includes a balanced approach that fosters collaboration through regular engagement at our office hubs in key locations. While we value flexibility, we also believe that shared in-person time strengthens team culture, trust, and productivity.

We provide a range of benefits across our global locations, including but not limited to:

• 4 additional wellbeing days in addition to existing annual leave allowance
• Access to learning platforms and dedicated learning & development time
• A range of wellbeing initiatives, including free online yoga classes and an employee assistance plan
• Employees can dedicate three days each year to volunteer
• Additional benefits depending on your location (e.g. pension plan and private medical care)

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.