Business Operations Coordinator

At Incubane, we help businesses get more value from Workday by leveraging the latest technologies. We offer custom solutions built in Extend and off-the-shelf products that are part of the Built on Workday program. Incubane is committed to innovation within the Workday ecosystem to ensure seamless HR and Finance processes for all Workday customers. Our apps aim to close gaps, enhance user experience, and provide additional features in Workday.

What We Offer

• A dynamic and varied role with exposure to senior leadership

• Opportunity to contribute across multiple business areas

• A supportive environment for professional growth

• Convenient office location (Warsaw, Emili Plater)

What is the role about?

This is a full-time on-site role for a Business Operations Coordinator, located in Warsaw. The Business Operations Coordinator will be responsible for overseeing operational activities, providing administrative assistance, and supporting business functions. Daily tasks include compiling reports, coordinating with various departments, managing correspondence, coordinating invoicing, supporting RFP and ensuring customer satisfaction.

We are seeking a highly organized and proactive individual to support our leadership team in managing a variety of business functions. This role combines accounting support, project management coordination, documentation, and office management. You will work closely with the board members to ensure smooth operations, accurate reporting, and effective project delivery.

Key Responsibilities

• Accounting & Finance Support

  • Assist with bookkeeping, invoicing, expense tracking, and budget monitoring

  • Prepare reports and documentation for review

  • Liaise with external accountants or auditors as required

• Project Management Office (PMO)

  • Support project planning, tracking, and reporting

  • Ensure deadlines, deliverables, and documentation are met and updated

  • Coordinate communication between project stakeholders

• Documentation & Reporting

  • Draft, edit, and maintain business documents, forms, and templates

  • Prepare board meeting packs, minutes, and follow-ups

  • Maintain organized digital and physical filing systems

• Office & Administrative Management

  • Oversee office operations, supplies, and vendor coordination

  • Handle correspondence, scheduling, and meeting organization

  • Provide executive support to the leadership team

Qualifications & Skills

• Background in accounting, administration, or project coordination

• 2+ years of experience in a similar role

• Strong organizational and multitasking abilities

• Excellent written and verbal communication skills

• Proficiency in MS Office; familiarity with project management tools a plus

• Detail-oriented, proactive, and able to work independently

Enjoy the flexibility of a hybrid schedule – collaborate in person with the team 3 days a week in our central Warsaw office, and work remotely for the rest.