Polish-Speaking Office & Operations Administrator — Stable Long-Term Role
We are looking for a Polish and English-speaking Office & Operations Administrator to join our office-based team in Staines-upon-Thames.
This is a stable, full-time office role for someone who enjoys organised work, accurate records, clear communication and getting daily tasks completed properly.
We welcome applications from people with previous experience in office administration, finance administration, customer support, operations administration, logistics administration, data entry, document control, billing support or similar structured office work.
We also welcome applications from experienced professionals returning to full-time office work after a career break.
You do not need experience in our specific industry — full training is provided. What matters most is accuracy, reliability, common sense, strong communication and the ability to follow procedures while keeping work moving.
We review applications as they arrive and may close the advert early.
The role
This is a detailed office role involving documents, emails, data, client follow-ups, invoicing, payment follow-up and internal task tracking.
You will have your own daily responsibilities and will be expected to become confident with them over time. You will not be expected to know everything on day one, but you will need to learn carefully, take notes, ask sensible questions and take ownership of routine work.
Main responsibilities
- Checking documents for missing information, errors and inconsistencies.
- Entering and updating data accurately in internal systems.
- Raising invoices and following up on payments with clients.
- Managing client and colleague emails in an organised way.
- Chasing missing information from clients or colleagues.
- Keeping records, folders and internal notes up to date.
- Following written procedures and daily task lists.
- Escalating issues clearly when something needs attention.
- Taking ownership of routine tasks without needing constant reminders.
- Answering calls and taking clear, accurate notes.
- Supporting general office and operations administration.
What we are looking for
Essential:
- Fluent Polish.
- Strong written and spoken English.
- Previous experience in an office, administration, customer support, operations, finance admin, logistics admin, data-entry or similar role.
- Strong attention to detail.
- Comfortable working with emails, documents, spreadsheets and customer information.
- Able to prioritise a busy inbox calmly and logically.
- Reliable, organised and consistent.
- Comfortable working full-time from the office.
- Looking for a stable, long-term role.
Useful but not required:
- Experience using office systems, CRM systems, ERP systems, finance systems, logistics systems or customer databases.
- Experience with ERP or finance systems such as SAP or Oracle.
- Experience with billing, accounts receivable, records, customer accounts, document checking, compliance, audit support or process documentation.
- Experience as a coordinator, senior administrator, supervisor or team leader.
- Experience in a larger corporate office or structured back-office environment.
- Additional languages.
Who this role may suit
This role may suit someone who likes structured office work and wants a long-term position where accuracy, calm organisation and follow-through are valued.
It may also suit someone who has worked in a larger office environment and now wants a smaller team, clearer ownership and a more stable day-to-day role.
Hours
Full-time, office-based.
Standard hours: 09:00 to 17:30, Monday to Friday, with a 30-minute break.
This is not a remote or hybrid role.
Location
Staines-upon-Thames, TW18 4HR.
Please check your commute before applying.
Salary
£28,000 to £34,000 per year, depending on experience.
Overtime, if required and approved, is paid separately.
First formal pay review after 3 months, second after 6 months, subject to performance and progress.
Benefits
- 28 days’ holiday including bank holidays.
- On-site parking.
- Company pension.
Interview process
Shortlisted candidates will be invited to a short interview, which includes a brief practical exercise checking sample invoices or documents for errors.
What success looks like
After training, you should be able to manage routine office tasks independently, keep emails and documents under control, spot missing or incorrect information, raise invoices accurately, follow up with clients professionally, and become a dependable point of contact for the team and clients.
We are looking for someone who wants to become very good at the work and trusted with their own responsibilities over time.
Pay: £28,000.00-£34,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
- Transport links
Application question(s):
- Where do you live, how long would your commute to Staines TW18 4HR take, and how would you travel?
- Answer in Polish, 3–4 sentences: Wyobraź sobie, że zaczynasz pracę o 9:00 i masz 50 nieprzeczytanych maili. Część jest od klientów, część od kolegów, część to automatyczne powiadomienia. Od czego zaczynasz i dlaczego?
- In English: Why are you interested in a full-time office-based role, and what kind of work would you like to be doing in two years?
- In English: Tell us about a time when you had to work carefully with details, documents, emails, or customer information.
- Paste the URL of your LinkedIn profile. If you do not have LinkedIn, give us the name, role, company and email address of one professional referee from your most recent job — someone we could contact directly to verify your work history.
Language:
- Polish (required)
- English (required)
Work Location: In person
