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Open – actively recruiting

Operations & Administration Manager

Poznań · Hybrid Broad/full commitment, long-term cooperation. The monthly hours may be agreed individually. Umowa zlecenia 45–63 PLN / hour
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Why this role exists

SOWA Marketing needs administrative order that does not depend on any one person's memory: documents complete, billing prepared on time, systems kept current, and exceptions and risks caught before they become problems. This role owns that.

What you will own

  • The system for contracts, annexes, signatures, archiving and employee/contractor documentation.
  • Billing and settlement accuracy, data for accounting, and payment-deadline oversight on the process side.
  • Completeness and quality of time-tracking data.
  • Administrative procedures, checklists and keeping shared tools and sources of truth in order.
  • Handling more difficult or non-standard formal and organisational matters.
  • Onboarding and offboarding: access, documents and checklists.
  • Oversight and quality review of a junior coordinator's administrative work.
  • Keeping deadlines, follow-ups and open items actually closed out.

What good performance looks like

Billing and settlements are on time. Time-tracking data is complete by the agreed cut-off. Documentation errors requiring correction are rare. Standard processes close quickly. Critical processes have a checklist, a template and a backup person.

Required competencies

  • Experience in administration, operations, or office/business management.
  • Very high accuracy and comfort working from checklists.
  • Telling routine work apart from an exception that needs escalation.
  • Strong document and version organisation.
  • Comfortable working across spreadsheets, documents and SaaS tools.
  • Consistent follow-up and deadline discipline.
  • Discretion with financial, employee and contract data.
  • Improving a process, not just executing it by hand every time.

Nice to have

  • Experience in a small or mid-sized services company.
  • Experience working with accounting, HR or legal counterparts.
  • Familiarity with Monday and Clockify.
  • Comfortable with Microsoft 365 / Google Workspace.
  • Experience automating simple processes, including with AI tools.

Tools, team and working context

SOWA is built on process, accountability and people being able to cover for each other. We value ownership, accuracy, proactivity, transparency and learning from feedback. Day-to-day tools include Monday, Clockify, Google Workspace / Microsoft 365, and AI tools where relevant to the role.

Working arrangement

  • Hybrid, based in Poznań, with an average of two days a week in the office.
  • Flexible, task-driven organisation of your working time.
  • A stable, long-term cooperation on an umowa zlecenia (civil-law contract); the monthly hours involved are broad/full commitment and are agreed individually with you.
  • A later move to an employment contract (umowa o pracę) may become an option once we have worked together and built mutual trust. This is a possibility we are open to, not a commitment made at the point of hiring.

Apply for This Role

We're not looking for a perfect CV. We're looking for evidence you can do this work. The questions below are directly related to this role.

At least one of CV or LinkedIn profile is required.
Availability / realistic start window (required)

Practical task

The scenario below is fictional. It is not a real SOWA client or a real internal situation, and your answer will not be used as production work.

You have just taken over a small agency's monthly closing folder for one department. Inside you find: two versions of the same supplier agreement with different payment terms and no note on which is current; a signed annex missing the counter-signature page; three contractors' hours in the time-tracking tool that are incomplete for the cut-off date; an email thread where a manager verbally approved an extra scope item but nothing was written into the contract; a checklist for the monthly billing run that has not been updated in four months; and a vendor invoice due in three days that references a purchase order number nobody can find.

  1. Identify the biggest risks in this folder and explain why each matters.
  2. Prioritise the actions you would take, in order.
  3. Explain specifically what you would do first, and why.
  4. Propose a short, reusable control or checklist that would have caught these issues earlier.
Optional context (not required)