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WAISME / VACANCY

Onboarding & Project Manager, Client and Project Coordination

Mostly remote from Poland, with agreed hybrid work in Warsaw. Full-time commitment; Polish and English required. Employment contract: 5,600 to 7,000 PLN gross/month / B2B: 6,300 to 7,700 PLN net invoiced + VAT/month + performance bonus under agreed rules.

Connect WAISME clients, the team and external specialists through a reliable delivery process. Your responsibility runs from onboarding to final acceptance, rather than ending after kickoff. You maintain plans, information, decisions and deadlines, working with the people responsible for creative quality and finance.

Reporting: Agency Director, working with Creative Lead and Finance & Funding Manager

Responsibilities

  • Gather briefs, objectives, assets, access requirements and decision-makers; run kickoff and confirm scope.
  • Plan tasks, owners, dependencies, dates and approvals; check contractor availability.
  • Run client updates in Polish and English, document decisions and consolidate feedback.
  • Coordinate designers, editors, writers, campaign specialists and web partners through complete assignments.
  • Track project spending, time and orders; obtain financial approval before starting work or committing to additional spending.
  • Identify missing inputs and delays early, agree options and escalate to the Agency Director.
  • Check deliverables against the brief, formats, versions and acceptance criteria; involve specialists for creative and technical assessment.
  • Follow up on acceptance, billing inputs, final files and project reviews; improve checklists and decision flow.

Required qualifications

  • Experience in a creative, marketing or media agency, editorial team, media business or production studio, independently coordinating projects from brief to acceptance.
  • Practical client communication and contractor coordination, with examples of your own delivery responsibility.
  • Polish and English sufficient to independently run meetings, correspondence and project decisions; English at practical B2 or above.
  • Ability to manage parallel projects, document decisions, track dates and handle scope changes.
  • Confidence with a project tool, shared documents, spreadsheets and calendars; no specific tool brand is mandatory.
  • Understanding of content and campaign production: brief, script, format, versions, revisions and publication.
  • Availability for a full-time remote role during agreed working hours; round-the-clock availability is not expected.
  • Care with confidentiality, minimum necessary account access and organised asset handovers.

Useful additional experience

  • Short-form video, landing-page and advertising project experience.
  • Project budgets, time tracking and contractor orders.
  • Secure use of AI to organise notes and tasks, with factual checks and appropriate data handling.

Your first 90 days

  • Learn the services and process; organise an example brief and delivery plan.
  • Take over agreed projects, updates and approvals in both languages.
  • Implement an agreed improvement addressing a real delivery problem.

What good performance looks like

Timely delivery, complete handovers, current plans, controlled scope changes and no unapproved spending. This role does not replace financial or creative approval.

Application materials and assessment

PDF CV after qualification questions, followed by a conversation in both languages and discussion of a scope-change or delay scenario. The form checks declared answers; a recruiter assesses experience. LinkedIn or portfolio links are optional.

Working terms and recruitment

Work from Poland, mostly remotely, with agreed meetings or hybrid work in Warsaw. Full-time employment or ongoing B2B cooperation with comparable agreed commitment. The contract defines working arrangements. We do not expect round-the-clock availability.

Current monthly compensation and available contract options are shown at the top of this vacancy. Employment pay is gross; B2B is net invoiced before your own taxes and contributions, plus VAT where applicable. The rates are fixed base compensation. We do not request salary history.

Start with the role-specific qualification below. After meeting the conditions you can attach your CV and complete the required materials. A recruiter assesses experience and both languages. Optional supporting PDFs and extra ordinary-data consent are not conditions of participating. Contact the recruiter for an individual review if the standard qualification does not reflect your circumstances.

Base compensation plus a performance bonus. The goals, measurement method, eligibility and payment rules are agreed before cooperation starts. The bonus is additional to the published base range and is not a guaranteed fixed amount.

START WITH THE REQUIREMENTS

First, a few questions.
Then your application.

Complete the job-specific pre-check. Meeting these conditions unlocks the CV form; a recruiter makes the hiring decision.

Can you work from Poland with full-time commitment, mostly remotely, with agreed meetings or hybrid work in Warsaw? *
Can you independently work with briefs, meetings and professional decisions in Polish? *
Can you independently handle professional correspondence and meetings in English, at practical B2 or above? *
Have you independently coordinated a project from brief to acceptance in an agency, media business, editorial team or studio? *
Do you have practical client communication and external-contractor coordination experience? *
Can you maintain tasks, dependencies, owners and dates in a shared project tool? *
A client requests work outside agreed scope. What do you do? *
A contractor flags a likely delay. What do you do? *
What do you check before handing over assets? *

All questions are required. Answers are checked against the stated requirements. No AI scoring is used.

Privacy and pre-check rules

Recruitment and freelancer information — version 2026-10-24.2.

Controller: Nadart sp. z o.o., ul. 1 Maja 54, 96-300 Żyrardów, Poland, KRS 0000552484, operating WAISME. Data matters: ido@waisme.com; recruitment and individual review: work@waisme.com.

For the selected recruitment we process your name, contact details, qualifications, experience, job-related pre-check answers, CV, relevant portfolio links, descriptions of your contribution and any optional supporting PDF, contract preference and message. Please omit birth date unless subsequently needed by law, PESEL, identity documents, home address, sensitive information and confidential third-party data. No photo or details about health, family, beliefs or criminal record are requested.

Employment-recruitment data required and necessary under Article 22¹ of the Polish Labour Code relies on Article 6(1)(c) GDPR. Necessary steps requested by you before a potential employment or B2B agreement rely on Article 6(1)(b), where applicable. Additional ordinary information you choose to include relies on your separate voluntary consent under Article 6(1)(a). You may omit it or withdraw that consent without affecting the lawfulness of earlier processing. Do not include special-category data. Confirming that you read this information is an acknowledgement, not marketing consent or the legal basis for mandatory recruitment data. No future recruitment or marketing enrolment is created.

Fields marked required, the CV and the role-specific materials are needed to assess the selected role. Ordinary additional-data consent and the supporting PDF are optional. A recruiter reviews experience and language skills. Pre-check declarations do not verify qualifications by themselves. All required role conditions must match the declared answers; otherwise the standard CV form stays locked. This is rule-based access control, not AI scoring or an automated final hiring decision. If it prevents an application or does not reflect your circumstances, contact work@waisme.com for meaningful human review, an explanation and an alternative submission route. You may challenge the result and present your position.

A random technical session cookie, wacr_session (Secure over HTTPS, HttpOnly, SameSite=Lax), links the 20-minute qualification token to this browser session and vacancy. It is necessary for form security and is not used for analytics. Changing conditions, salary, materials or activation status invalidates previous access. Unsuccessful answers enter the candidate database only when you explicitly submit a request for human review. Successful answers may temporarily remain for up to 20 minutes and are saved with a submitted application. Expired temporary entries are not usable; physical deletion occurs during periodic database cleanup. Rate-limit keys use a keyed hash of the IP, not a plain IP in the candidate record; server and security-provider logs are governed by their separate retention rules.

Applications are retained for 90 days from submission, with automatic expiry cleanup. No new period is started by changing the vacancy or moving an application between stages. Data may be erased earlier upon a justified request; any specific legally required retention or evidence needed for a claim must be assessed and explained individually rather than silently extending this period. At expiry, records, CV and supporting files are deleted from the active recruitment database. Protected backups may retain copies until their documented hosting cycle ends; erased entries must not be restored into active use.

Authorised recruitment personnel and necessary hosting/email providers have access, currently VH.PL according to the site configuration. Cloudflare Turnstile is used if enabled and can process technical data under its own rules. Recruitment does not fetch candidate URLs or send CVs, cases or answers to AI services. Portfolio links remain under the candidate's chosen provider; share them only if you are entitled to do so. Files remain outside the public media library. New PDFs are encrypted using AES-256-GCM, with controlled downloads; database and configuration backups still require protection. PDF checks reject unsupported or active files but do not constitute an antivirus guarantee. Email notifications do not contain CVs; the applicant receives a receipt and recruitment staff receive a protected-panel reference. Provider and international-transfer details are explained in the website Privacy Policy.

The separate optional freelancer pool relies on consent under Article 6(1)(a): contact details, portfolio, specialty, availability and optional message/rate are retained for 365 days from submission to match potential assignments. Joining does not guarantee work; consent can be withdrawn at any time. Job applications do not enrol a candidate in this pool.

You may request access, correction, erasure, restriction and portability where applicable; withdraw consent, or object where processing relies on legitimate interests. You may complain to the Polish supervisory authority, UODO. Contact ido@waisme.com. This information supplements the website Privacy Policy. We record the notice text, version, submission time, privacy acknowledgement and the state and wording of the optional consent.

Additional information, human review (24 October 2026): we count technical browser sessions and pre-check outcomes per role for 90 days, using a keyed session hash, not a name, email or stored answers. This serves recruitment process monitoring (Article 6(1)(f) GDPR); it is not analytics tracking. Repeated checks in one session are distinguished from initial results. These are not verified unique people. Failed answers remain in a private session-bound temporary entry for up to 24 hours only to let you request human review. If you submit that request, your contact details, answers and presentation are saved privately for the selected recruitment for 90 days from that request, under the recruitment grounds described above. A written presentation is equally available; a video or showing your face is not required. If you voluntarily add a video containing your image or voice, separate optional consent applies (Article 6(1)(a)); withdrawal does not prevent a written review. Do not include sensitive data, other people or client secrets. No emotion, biometric or AI assessment is used. External video links are opened by authorised recruiters at your chosen provider; they are not fetched, embedded or published by WAISME. After a recruiter approves your request, a one-use code is sent to the submitted email, valid for 7 days or until the recruitment or requirements change. Access unlocks only this vacancy and does not guarantee employment. Keep that email private. You may ask for an explanation, challenge the outcome, withdraw the request or exercise the rights described above via ido@waisme.com.

Need an individual review or an accessible application route? Contact the recruiter: work@waisme.com

Already have a recruiter invitation code?

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