About deepsense.ai
At deepsense.ai, we won’t just build AI solutions – we’ll shape how companies around the world use them.
What we believe in?
- Team Strength – sharing and exchanging knowledge is key to our daily work
- Accountability – we take responsibility for the tasks entrusted to us so that ultimately the client receives the best possible quality
- Balance – we value work-life balance
- Commitment – we want you to be fully part of the team
- Openness – we don’t want you to be locked into one solution, we want to look for alternatives, explore new possibilities
About the role:
At deepsense.ai, a lot of things happen in the background to keep the company running smoothly – and this role is at the center of that.
We’re looking for an Internal Operations Coordinator who will take care of our Warsaw office, support day-to-day internal operations, and help make sure things simply work. This role is about keeping the operational side of the company well organized, solving problems before they come up, and taking a wide range of internal topics off other people’s plates.
You’ll work closely with the Head of Operations, take ownership of your area, and have a lot of room to improve how things are done. If you’re proactive, pragmatic, well organized, and like making things run smoothly behind the scenes, this role is for you.
Key Responsibilities:
What you’ll do
- Keep our Warsaw office running smoothly as a premium, welcoming workplace where daily facilities and essentials are flawless.
- Manage relations with dedicated coworking providers and local teams across five Polish cities to ensure our remote teams have what they need.
- Oversee and coordinate the daily work of our part-time Office Receptionist, stepping in to backstop the front desk when needed.
- Proactively spot operational bottlenecks and drive internal improvement projects end-to-end.
- Organize end-to-end business travel across the company, keeping it smooth for travelers while optimizing costs.
- Handle relationships, negotiate terms, and resolve issues with building management, service providers, and office vendors.
- Plan and run company-wide events (4 per year) and smaller team integrations, owning both logistics and budget tracking.
- Provide fast, reliable, trusted assistant-style support and execute special projects for the management board.
- Handle the operational and billing side of selected perks (like English lessons) and process invoices through our electronic workflow.
- Keep all operational documentation orderly and maintain clean administrative habits across your areas.
What we’re looking for:
- 3+ years of experience in office management, internal operations, administration, or a similar role.
- A strong sense of ownership and a practical, hands-on approach to solving problems,
- Self-starter mindset. You do not just report issues; you come with ready solutions and options and you know how to get things done.
- Initiative and confidence working independently and managing many topics at the same time.
- Good organization and experience with logistics such as business travel, events, and budgets.
- A highly professional and open communicator who builds strong relationships internally and with vendors but can also assertively enforce company policies.
- Reliability, flexibility, and good judgment in a dynamic environment.
- Comfort with tools like Google Spreadsheets, MS Office, etc.
- Fluent Polish and good working English (B2+).
Nice to have
- Experience supporting a Management Board or senior leadership team.
- Experience with invoicing, expense workflows, or perks administration.
- Experience negotiating with office, facility, or service providers.
- Previous team lead or coordination experience.
What you can expect
- B2B contract.
- A role with a lot of ownership and real impact on how day-to-day operations work at deepsense.ai.
- Close cooperation with the Head of Operations and space to improve processes in a practical way.
- An open, collaborative software house environment – with clear processes, a data-driven mindset, and no corporate stiffness.
- Hybrid work, with regular, at least 3 days a week presence in our office in the center of Warsaw.
- A modern office in Widok Tower, easy to reach and with a great view.
- Development support through an external training budget and access to modern AI tools.
- Medical care, Multisport, free lunches, and office snacks.
- Team and company meetups that help us stay connected across teams and locations.
- And if music is your thing, you can join our SOTA band and perform at the Christmas Party.