Business Support Coordinator

Job Reference:

About the Client:
Our client is a rapidly expanding international leader in industrial automation and robotics, with a strong focus on innovation, engineering excellence, and global growth.

They have recently established a European hub to support ongoing development across the region, with strategic investments in Switzerland, Italy, and Poland. Backed by a team of nearly 4,000 professionals—over 1,000 of whom are in R&D—the company is driving forward its mission to modernize manufacturing through cutting-edge technology and local customer engagement.

Location: Żródła/Wrocław
Type of work: Remote with 1 day a week on site

Job Summary:
We are seeking an organized and adaptable Business Support Coordinator to assist with office tasks, sales support, contracts, and HR admin tasks. This role is ideal for someone who thrives in a dynamic environment, enjoys multitasking, and wants to grow their skills. The ideal candidate is organized, customer-focused, and able to ensure the smooth day-to-day functioning of our office environment. This roles will cover Poland, Italy, Netherlands and other colleagues in EU.

Duties and Responsibilities:

Business Support:

• Manage incoming/outgoing mail, emails, and documents, ensuring timely responses and accurate record-keeping.
• Prepare product and services quotations and sales materials to free up the Sales Manager’s time for customer visits and strategic tasks.
• Professionally greet visitors, answer calls, and maintain a welcoming environment in the office and demonstration room.
• Assist clients visiting the office, coordinate demonstrations, and provide basic product information.
• Maintain organized digital/physical files for sales leads, supplier contracts, and customer inquiries.

Contract Coordination:

• Manage contracts (e.g., supplier agreements, service contracts) in collaboration with legal teams and local branches
• Serve as the primary point of contact for car rental suppliers, managing the company fleet (e.g., vehicle assignments, maintenance scheduling, insurance/registration renewals).
• Negotiate terms with vendors and ensure cost-effective service delivery.
• Maintain office supplies, equipment, and facilities. Ensure professional, welcoming office environment.

HR Administrative Support:

• Schedule and track mandatory safety training for employees across branches.
• Coordinate mandatory medical checks (e.g., occupational health exams) and maintain confidential records.
• Assist with new hire logistics (workspace setup, equipment distribution, IT accounts).
• Collect and file employment-related documentation (e.g., signed contracts, tax forms).

Qualifications & Requirements:

• Open to candidates with a high school diploma or equivalent; additional education (e.g., courses, certifications) is a plus but not required.
• Prior experience in administrative roles, customer service, or project coordination is welcome.
• Transferable skills from caregiving, volunteer work, or household management (e.g., scheduling, budgeting, multitasking) are highly valued.
• Basic proficiency in Microsoft Office (Word, Excel, Outlook); training will be provided for company-specific tools.
• Willingness to learn document management systems and CRM platforms.
• Strong organizational skills: Ability to balance multiple priorities calmly and efficiently.
• Clear communication: Comfortable interacting with teams and clients in English (additional languages are a bonus).
• Collaborative mindset: Team player who asks for help when needed and supports colleagues.
• Adaptability: Open to feedback and eager to grow in a supportive environment.

Preferred Qualifications:

• Exposure to multicultural or international settings.
• Interest in HR, sales, or contract management processes.

• Full-time, flexible hours and hybrid work options (office + remote).
• Occasional travel to European branches may be required.
• Reports to CEO Central Europe.