Administration Ops Specialist (hybrid work model)

Location: Warsaw, hybrid (up to 2 days per week in the office: CIC Chmielna 73)

Salary: up to 11 000 PLN on a B2B contract or 9 130 PLN gross on UoP

Tidio is the customer service platform that aligns AI and people, so businesses can scale without losing trust or the human touch. Our goal is to help entrepreneurs grow by making customer service more efficient while keeping it helpful.

Working at Tidio means impacting thousands of companies and millions of their users. But our clients are not the only ones who can grow with us. By joining Tidio, you can grow, too!

A few facts about us:

• Our product is one of the world's leading AI customer service solutions, and our goal is to become no. 1

• We are among the Top 50 AI and Customer Service Products in G2’s Best Software Awards 2024.

• We currently rate at 4.7/5 in both Shopify and G2.

• Our ML team was among the first in the world to launch an AI agent (Lyro) for customer service!

• Every month, our widget is viewed by 350 million unique users, which is 4% of the global population.

• Currently, we hire over 150 fantastic people.

About the role

You will take ownership of the company’s core administrative and operational workflows, covering contracts, documentation, and related lifecycle processes to keep the business running smoothly and without friction.

As part of the 7-person Finance & Operations team, you will work closely with P&C, management, and external vendors, helping the company stay organized, efficient, and moving forward in a fast-moving environment where clarity and order matter. In this role, you will report directly to the Tax and Legal Manager.

Do you thrive in order and enjoy bringing operational smoothness to everyday business processes?

Are you someone who proactively takes action instead of waiting for instructions?

If so, this role might be for you 🙂

Most of your work will focus on administrative operations, with compliance and corporate admin being a smaller part of the scope.

As the Administration Ops Specialist, you will:

• Own contract workflows for internal agreements (UoP & B2B): preparing contracts for signature based on existing templates, coordinating signatures, tracking status, renewals, and expiries.

• Support in managing vendor contracts end-to-end: from template-based preparation through signature, monitoring terms, deadlines, renewals, and key dates.

• Maintain and structure documentation in the Document Management System (version control, filing, repositories, and archiving discipline).

• Handle day-to-day contract and document operations (contract changes, courier flows, document requests)

• Support grants administration and reporting processes (documentation and reporting).

• Maintain corporate documentation flow (resolutions, POAs) and manage data room organization.

• Ensure consistency and standardization of documentation across processes.

You are the perfect fit if you:

• Bring a solid administrative background in a similar scope.

• Communicate clearly with business stakeholders and translate needs into practical administrative actions.

• Have hands-on experience managing contracts, documentation, and administrative workflows with high accuracy and attention to detail

• Have a mindset focused on business impact through administrative operations.

• Thrive in a fast-paced IT environment.

• Understand how business documents are structured and can reliably extract key operational information from them.

• Are comfortable working in structured, repetitive processes and maintaining high consistency over time.

• Can manage multiple parallel workflows and stay organized in a dynamic environment.

• Are advanced in English (at least B2).

Bonus points you will get for:

• Exposure to grants, audits, legal operations, SOC2, GDPR, or similar processes.

• Experience with DMS and other documentation management tools.

We would like to offer you:

• Driving business through frictionless administrative operations in a company building a pioneering AI agent — one of the first in the world for customer service.

• Working in a lean Finance & Operations team that acts as a partner in the business, with real influence on how the company operates day to day.

• A high level of ownership and space for initiative in improving and shaping administrative operations, with support at the start.

• Work with people who are passionate about what they do, openly share knowledge, and are not afraid to test new solutions.

• Hybrid work model (up to 2 days per week in the office) with flexible working hours.

• 26 days off guaranteed in a year.

• Great development opportunities – company-supported courses and conferences.

• Individual work tools—MacBook, Dell screen, JBL headphones? You can tailor the equipment to your needs!

• Sport & wellness benefit (or its equivalent).

• Private medical care.

• Mental well-being program.

• Free access to one of the most popular e-book/audiobook services.

• Regular social events.

• Budget for 1:1 English language classes.

What happens when you send your CV?

• Video call with a recruiter about the position and the team.

• 1st interview with the Hiring Manager and the recruiter.

• A Recruitment Task

• Final Interview with the Hiring Manager and the recruiter.

• Offer and fireworks 🎉

Diversity Statement

One of Tidio’s core values is to play fair. Therefore, we treat all candidates equally. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status. This means recruitment and selection of talent to Tidio is only based on individual merit and qualifications directly related to professional competence.

We now rate at 4.4/5

81% recommend us to a friend👇

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