HR & Office Operations Specialist

Overview

Haptiq is a leader in AI-powered enterprise operations, delivering digital solutions and consulting services that drive value and transform businesses. We specialize in using advanced technology to streamline operations, improve efficiency, and unlock new revenue opportunities, particularly within the private capital markets. 

Our integrated ecosystem includes PaaS - Platform as a Service, the Core Platform, an AI-native enterprise operations foundation built to optimize workflows, surface insights, and accelerate value creation across portfolios; SaaS - Software as a Service, a cloud platform delivering unmatched performance, intelligence, and execution at scale; and S&C - Solutions and Consulting Suite, modular technology playbooks designed to manage, grow, and optimize company performance. With over a decade of experience supporting high-growth companies and private equity-backed platforms, Haptiq brings deep domain expertise and a proven ability to turn technology into a strategic advantage. 

The Opportunity

We are seeking a highly organized, reliable, and resourceful HR Coordinator & Office Manager to support both our Human Resources functions and day-to-day office operations in our soon-to-open Warsaw office. This dual-role position requires someone who thrives in a dynamic environment, is a natural problem-solver, and can juggle multiple priorities with discretion and professionalism.

Responsibilities and Duties  

Office Management 

* Manage day-to-day operations of our soon-to-open Warsaw office, including supplies, vendors, facilities, and equipment. 

* Serve as the main point of contact for building management and service providers.

* Maintain a welcoming, productive, and well-organized office environment.

* Coordinate team events, in-office lunches, client meetings, and special projects.

* Assist with the onboarding of new employees and visitors.

* Manage office-related budgets, expense reports, and vendor invoices.

* Provide administrative and scheduling support to executive team members, including calendar management, meetings, and travel coordination (domestic and international).

* Handle confidential information with discretion and sensitivity.

Human Resources Coordination

* Support recruitment efforts, including scheduling interviews

* Collaborating closely with our recruitment agencies, ensuring a detailed and accurate workflow between the agencies and our internal team.

* Coordinate onboarding and offboarding processes for employees.

* Manage and maintain extensive Excel records to ensure accurate and up-to-date employee information.

* Support payroll preparation by providing attendance, leave, and related employee data.

* Act as a point of contact for HR-related inquiries and support employee engagement initiatives.

* Assist in HR compliance, training, and policy communication.

* Assist with benefits administration, including enrollments, changes, and employee questions.

* Support performance management cycles (goal setting, mid-year, and annual reviews).

* Organize employee recognition programs and wellness initiatives.

* Coordinate logistics for training sessions, workshops, and company events.

* Ensure proper documentation and filing of confidential HR records.

* Monitor expiration dates for work authorizations and support compliance with labor regulations.

* Contribute to process improvement initiatives to streamline HR workflows.

Requirements 

* 3–5 years of experience in office management, executive support, or HR coordination

* Strong organizational and multitasking skills with the ability to manage multiple priorities independently

* Excellent interpersonal, communication, and cross-functional collaboration abilities

* Tech-savvy - proficient in Google Workspace, Slack, Zoom, Jira, or similar tools

* High level of professionalism, discretion, and attention to detail

* Proactive problem-solving mindset with a focus on operational excellence

* Strong sense of ownership and ability to anticipate team and executive needs

* Experience in fast-paced or startup environments preferred

Why Join Us?

We value creative problem solvers who learn fast, work well in an open and diverse environment, and enjoy pushing the bar for success ever higher. We do work hard, but we also choose to have fun while doing it. 

The annual compensation range for this role is $14,000 - $18,000 USD for candidates with 3-4 years of experience, and $20,000 - $30,000 USD for candidates with 4-5 years of experience.