Skills & Experience

• 3+ years of experience in Office Management, Facilities, or Administrative roles
• Experience working in an international company (IT services is a strong plus)
• Practical knowledge of facility management and emergency operational setup in Ukraine (experience working with backup power solutions, generators, power stations, and landlords)
• Experience in local budgeting, expense tracking, and conducting procurement for office needs
• Experience in coordinating or managing local service staff (cleaning and facility maintenance personnel)
• Ability to make routine operational decisions autonomously and take full ownership of the workspace
• Experience with physical security and access management in the office
• Experience in organizing large corporate events and small-scale team-building activities, as well as managing travel logistics
• Exceptional organizational and problem-solving skills, empathy, and a proactive attitude 
• Experience with hardware inventory and vendor management
• Hands-on experience with equipment inventory management, office logistics, and mail/courier services
• Good understanding of workplace compliance standards in Ukraine
• Ability to troubleshoot minor office tech issues 
• English – Upper-Intermediate or higher (daily communication)

Responsibilities

Operations & Facility Management:

• Ensure stable, uninterrupted, and smooth functioning of the Kyiv office (including managing alternative power and internet sources, such as generators, power stations, and backup providers).
• Ensure office maintenance (repairs, cleaning, utilities, service contracts)
• Act as the primary point of contact for the landlord and facility management regarding any maintenance issues.
• Work with various contractors and service providers (cleaning, maintenance, catering, etc.), maintaining existing contracts and monitoring compliance.
• Coordinate reception/front desk services
• Organize office decorations and seasonal arrangements

Finance & Budgeting:

• Act as the primary Budget Owner for the Ukrainian location.
• Conduct monthly budgeting for office needs, control administrative expenses, and maintain accurate financial reporting.
• Manage the procurement of office equipment, groceries, supplies, and services.

Equipment, Logistics & IT Support:

• Take responsibility for office hardware and equipment inventory.
• Manage onboarding and offboarding logistics (providing and collecting hardware).
• Oversee the production, storage, and distribution of company merch and branded items.
• Manage local logistics and mail/courier services for remote employees.
• Troubleshoot basic office functioning problems (meeting room setup, access cards, etc.).

Events & Internal Communication:

• Organize and coordinate large corporate parties as well as regular small-scale office events (gatherings, team buildings, etc.).
• Manage internal communications regarding office life via corporate chats.
• Collaborate proactively with other Office Managers across different locations to share best practices and implement administrative improvements.
• Coordinate travel and accommodation for team members when required.