CAREERS
Office Administrator
The person who keeps our Kyiv office running: the space, the visits, the travel and the paperwork, with room to grow into more.
About the project
Your mission is to keep our Kyiv office organised and running smoothly every day.
You would take ownership of the day-to-day running of the office — making sure the space is organised, everything the team needs is in place, meetings and visitors are well coordinated, and everyday administrative tasks are taken care of. Alongside office management, you would also support basic bookkeeping and financial administration.
This is an entry-level role with room to grow. We do not expect you to know everything from day one. We are looking for someone organised, proactive and eager to learn, who wants to take ownership of the office.
WHAT THIS ROLE OFFERS
Why this one is worth leaving something else for
The opportunity to learn, take on more responsibility, and develop together with the company.
Regular contact with colleagues, clients and partners from several countries.
Exposure to the international technology companies operating in Ukraine.
The freedom to organise your work, improve how things are done, and make the office your own.
Based on your experience.
This one is in the office rather than remote — the job is largely about the place.
RESPONSIBILITIES
What you will actually do
- Day-to-day operations of the office: supplies, coffee, snacks, paper, soap and everything else that runs out, cleanliness, and the cleaning crew when needed.
- Scheduling and coordinating in-office meetings, including rooms, refreshments, documents and any materials required.
- Arranging travel for clients, staff and management: tickets, accommodation in Ukraine and abroad, airport transfers, drivers and cars.
- Coordinating visits from foreign clients and delegations, end to end: accommodation, transport, meetings, meals and the rest of the logistics.
- Welcoming clients and guests, helping first-time visitors find us, arranging building access, and making sure they are properly received.
- Basic bookkeeping and financial administration: tracking expenses, collecting receipts, and preparing expense reports for trips, meetings and events.
- Tracking invoices paid and outstanding, keeping an overview of pending payments, and chasing counterparties when payment is late.
- Company mail, parcels and courier deliveries, including international shipments.
- Keeping administrative documents in order — invoices, receipts, travel documents, expense reports — both digitally and on paper.
- Occasionally helping to coordinate company events: venue, suppliers, catering, transport, accommodation and guests.
REQUIREMENTS
What we need from you
- English at B2 or above, comfortable with international colleagues, clients and guests.
- Some previous experience in administration, office management, coordination or another organisational role.
- Some hands-on exposure to bookkeeping, accounting or financial administration: invoices, expenses, receipts, financial documents.
- Basic working knowledge of Excel or Google Sheets and the usual office tools.
- Based in Kyiv and available to work on-site.
STRONG PLUSES
What would help
- Experience arranging travel, meetings, events or client visits.
- Experience working with suppliers, contractors, couriers or other external service providers.
- Experience supporting an international team or company.
- Education in accounting, finance, business administration or a related field.
PERSONAL QUALITIES
Who tends to do well at this
- Highly organised
- You like keeping things structured, and making sure nothing gets forgotten.
- Responsible
- If you take something on, you follow it through.
- Proactive
- You notice what needs doing rather than waiting to be asked.
- Good with people
- Confident and friendly, including with international guests and clients.
- Detail-oriented
- Especially with bookings, documents and expenses.
- Practical
- Comfortable with both small daily office problems and larger organisational ones.
- Adaptable
- Plans and priorities change, and that does not throw you.
- Eager to learn
- You need not know everything already, but you should want to figure it out.
RECRUITMENT PROCESS
What happens after you apply
Stages differ between roles — different clients, different stakeholders. These are the ones for this vacancy.
- Recruitment screening
- Interview with the COO
- Offer
APPLY
Apply for this role
Four fields and a CV. No account, no portal, no cover letter unless you want to write one.
TALENT POOL
Don't see a role that fits?
Or know someone who would. We work with international defence-tech companies and open new technical and operational positions regularly. If nothing here fits you right now, send a CV anyway — that is how most of our shortlists start.
Opens an email to Daria Savchenko, Talent Acquisition Lead. Attach a CV.