Office & People Operations Specialist
About us
The Heart is a venture builder creating companies of tomorrow. We build, launch and scale innovative startups across HealthTech, Fintech, and more.
We empower founders, scientists, and innovators to build high-value ventures by providing the structure, expertise, and ecosystem access that compresses years of learning into months of disciplined execution.
We are a diverse, resourceful and entrepreneurial group of people who share a common goal. We work as a team and that is our superpower. We enjoy spending time together not only at work but also after it, making lifelong friends.
Role overview
We are looking for an Office & People Operations Specialist to join our team!
In this versatile role, you’ll ensure the smooth running of our office while also supporting People operations. You will work closely with the payroll office, coordinate HR documentation, manage onboarding for new team members, and help improve internal processes and the way we work as an organization.
We are looking for someone communicative, organized, and independent – comfortable in a dynamic startup environment, who takes ownership of tasks from start to finish and proactively seeks solutions.
What You’ll Do
Office & Operations (70%)
- Organize and coordinate day-to-day office operations (liaising with suppliers, managing office space, handling mail and courier deliveries)
- Manage office orders (supplies, consumables, equipment, IT hardware)
- Provide operational support to the management team (calendar coordination, meeting organization)
- Ensure smooth flow of information and documents (document workflow, collecting signatures, archiving, liaising with legal advisors)
- Assist in organizing company and team events
HR Administration & Employee Experience (30%)
- Prepare and verify HR documents in compliance with labor law
- Coordinate collaboration with payroll/HR office
- Monitor contracts and deadlines, track leave balances, and coordinate medical exams and mandatory trainings
- Manage employee benefits
- Design and coordinate onboarding and offboarding processes
- Initiate and support initiatives that boost team engagement, integration, and a positive organizational culture
What We’re Looking For
- Excellent organizational skills and ability to work independently
- High sense of responsibility and ability to act quickly in a dynamic startup environment
- Accuracy and discretion when handling personal data
- Familiarity with labor law and HR documentation is a plus
- Proactive mindset with a drive to improve processes and streamline workflows
- Ability to manage multiple tasks simultaneously without losing focus
- Strong interpersonal skills – working with employees, founders, and company teams
- Comfortable using MS Office / Google Workspace / Notion
- Good command of English (both written and spoken)
Why You’ll Love This Role
- A chance to be part of a young, ambitious, and friendly team sharing values and passion for results
- Real impact on how we work – from office management to HR processes and employee experience
- Close collaboration with founders in a fast-moving, idea-driven environment
- On-site work in a modern office with great views at Rondo Daszyńskiego, Warsaw
- Employment/mandate/B2B contract depending on your preference
- Private healthcare (EnelMed) and Multisport card subsidy
- Individual English lessons with a native speaker
If this sounds like you, click the "Apply" button and complete the application form.
Values
Aim high
Ambition with discipline
We set bold goals and pursue them with discipline and intention. We combine strategic depth with decisive execution — thinking clearly, acting with pace, and staying committed to a long-term vision.
Own It
Responsibility and commitment.
We take responsibility for our work, commit to outcomes, and follow through. We act with ownership, deliver on our promises, and care deeply about the results we create.
Turn Complexity into Clarity
Clarity is our advantage.
Tangled problems become structured systems. Ambiguity turns into clear steps, and analysis into momentum — so ideas move smoothly from vision to execution.
Stand for honesty
Openness builds trust.
We believe transparent communication and respectful feedback create strong relationships and better decisions. We speak clearly, listen openly, and address challenges with honesty and care.
Build Together
Stronger through collaboration.
We collaborate openly, share knowledge, and co-create solutions that are stronger because they’re built collectively. We succeed through shared ownership — celebrating wins together and learning from setbacks as one team.