Head of Office, Gdansk - Poland

We're looking for a Head of Office for our office in Gdansk, Poland. This is a manager-level position, primarily office-based, and you will report to the Global Head of Shared Services. The role has no direct reporting colleagues – instead, you work in close cooperation with line managers and local leaders across the office.

Travel is limited to occasional trips to Denmark, typically 1–2 times per year. Purpose of the role As Head of Office, you are the local anchor point of LEMAN's Gdansk office with approx. 70 colleagues. You make sure the office runs smoothly from an administrative, workplace and people perspective and you help build a culture where colleagues enjoy coming to work and are proud to be part of LEMAN.

Think of the role as the assistant coach of the Gdansk organisation. The functional leaders are the head coaches of their teams; you work alongside them – close to the people, trusted by the leaders, and focused on helping every team perform and thrive. This is not a managing director or operational leadership role. Service delivery, operational KPIs and department results remain with the functional leaders.

Your contribution is a well-run office, strong leaders and an engaged organisation. While office administration and facility-related responsibilities are an important part of the role, they represent a smaller share of the position. The primary focus is leadership support, employee engagement, workplace culture and organisational effectiveness.

The Head of Office supports colleagues across both of our service models – the Service Setup and the Dedicated Setup. Operational ownership remains with the relevant GSS operational leadership or the receiving country/function, depending on the service model.

Key responsibilities

1. Leadership support and business partnering Act as a trusted business partner and sparring partner to local department managers Host a weekly management meeting with the local department managers to discuss office development strategies, employee motivation and leadership direction Coach leaders and help them address engagement, wellbeing and people issues before they escalate Challenge and support managers in building high-performing teams, improving collaboration, increasing engagement and strengthening leadership practices across the organisation Support managers in difficult people situations – always through, never around, the line manager Follow engagement indicators, ask the right questions and challenge leaders constructively Collaborate with Operations, IT, Finance and other functional leaders on employee matters, recruitment and organisational topics
2. Culture, engagement and workplace experience Drive initiatives that strengthen employee engagement, wellbeing and pride in working for LEMAN Create a positive employee experience and a workplace people want to come to Be visible and approachable in the office, contributing to team cohesion and retention
3. Office administration and daily operations Own the day-to-day administration of the Gdansk office and make sure local processes run efficiently and compliantly Handle employee administration, including absence, leave and sickness registration Manage office-related contracts, rent and office-related payments Act as the local administrative focal point for colleagues, leaders and Group functions
4. Budget, vendors and local representation Support office-related budgeting and follow up on administrative costs and facility spending Manage relationships with landlords, facility suppliers and other local service providers, including entering vendor agreements Represent the company locally, e.g. signing employment contracts and HR documentation and handling contact with Polish authorities, under a power of attorney What the role is not Not a direct people manager – department managers remain the line managers of their teams Not an alternative reporting line for colleagues Not responsible for service delivery, operational/productivity KPIs, process improvement or P L Not the owner of salary or department budgets Success in the role Success is measured mainly by the health of the Gdansk organisation, shared with the local leaders: Employee engagement and satisfaction Workplace culture and wellbeing Well-functioning, compliant office administration Contributing to generating high-performing teams Specific KPIs and 6/12-month goals to be defined with the hiring manager Who you are Must-have requirements English at minimum C1 level (written and spoken) – you will communicate daily with colleagues and Group functions across countries, including on sensitive people matters. Applications without C1-level English cannot be considered. Fluent Polish – needed for contact with local colleagues, Polish authorities and service providers Experience At least 5 years of relevant experience, ideally 5–10 years Previous people leadership experience is required. You have led employees yourself and understand performance management, employee development, employee relations, difficult conversations and day-to-day leadership responsibilities Background from e.g. people culture, employee engagement, HR, people operations or leadership roles, combined with experience in office management or administration – not necessarily from an identical role Proven strength in culture and engagement work, combined with a structured and reliable approach to administration Experience supporting, coaching or advising leaders – and influencing without formal authority Experience driving cultural development, employee engagement initiatives, organisational change or workplace transformation is considered a strong advantage Relevant education Personal qualities Trusted, approachable and visible – people naturally come to you Builds trust across all organisational levels and is comfortable navigating sensitive people situations, conflicting perspectives and organisational dynamics Genuinely cares about people and workplace culture Confident enough to challenge leaders constructively Takes ownership and finds the right way to do things with a high degree of autonomy Structured and reliable; you keep the "boring stuff" under control What we offer A newly established role where you shape the office and its culture from the start Close collaboration with the Global Head of Shared Services and leaders across the business An international company with flexible work, built on trust and responsibility Base salary: PLN 20,000–30,000 gross per month, depending on experience