Administration Support Specialist - part time

Customs Support Group is a leading independent provider of customs services across Europe, with over 100 branches in 14 countries, including the Netherlands, Germany, Belgium, Italy, the UK, Poland, France, Spain, and the Nordic countries. The company has a team of more than 1,500 customs experts and supporting employees, generating approximately EUR 200 million in annual revenue.

As a fast-growing and dynamic, data-driven tech company, Customs Support Group is dedicated to expanding its presence through strong organic growth and strategic acquisitions. Backed by private equity and being the European market leader in this fragmented industry, the company continuously acquires and integrates smaller market players. Key focus areas for the company include organizational development, digitalization, and process optimization to drive growth and efficiency.

We are currently recruiting Administration Support Specialist - part time position able to work on-site in our office located in Plac Konesera in Warsaw.

Scope of Responsibilities:

👥People Support, Onboarding & HR Administration

•Schedule and coordinate occupational health and safety (OHS) training for new hires.

•Cooperate with external OHS provider to ensure timely delivery of required safety instructions and documentation.

•Administeremployee benefits (e.g. medical care, life insurance, sports card): adding new employees, processing updates and cancellations.

•Coordinate onboarding logistics and internal arrangements for new employees.

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📣Internal Communication & Engagement

•Publishupdates and announcements via TechHub channels i.e. Microsoft Teams, email.

•Maintain up-to-date content on the TechHub SharePoint.

•Distribute employee pulse surveys (e.g. after 3-month onboarding period).

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🗂General Administration & Office Operations

•Manage the e-Delivery inbox, including communication with authorities (e.g. Social Security, Tax Office, enforcement of salary garnishments).

•Handle incoming and outgoing mail and courier services.

•Coordinate document circulation between office locations.

•Take care of day-to-day purchases.

•Act as the first point of contact for facility-related vendors (e.g. espresso machine service, IT support).

•Liaise with building reception (external provider)

•Provide basic support for visiting guests or organize occasional in-office events (i.e. conference rooms organization, guest lists, confirmations, reservations, access permissions etc.)

•Workspace administration (keep track of hot-desk availability)

•Paper document processing (scanning, input in systems – HR/finance/other, circulating)