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'll 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'll also support basic bookkeeping and financial administration.
This is an entry-level role with room to grow. We don't expect you to know everything from day one. We're looking for someone who is organised, proactive and eager to learn, and 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.
This one is in the office rather than remote — the job is largely about the place.
RESPONSIBILITIES
What you will actually do
- Responsibility for day-to-day operations of the office, including but not limited to managing office supplies, coffee, snacks, printer paper, soap and other necessities, maintaining cleanliness and arranging the cleaning crew when required.
- Scheduling and coordination of in-office meetings, including preparation of meeting rooms, refreshments, documents and other materials required for meetings.
- Arrangement of travelling for clients, company staff and management, including train/plane tickets, accommodation in Ukraine and abroad, airport transfers, private drivers and cars, and other transportation.
- Coordination and organization of visits of foreign clients and delegations, including accommodation, transportation, meeting arrangements, meals and other logistical requirements.
- Welcoming clients and guests, helping them to find our office if it is their first time coming in, arranging building access and making sure they are properly received.
- Basic bookkeeping and financial administration skills, including tracking incurred expenses, collecting receipts and preparing expense reports for completed trips, meetings, events and other activities.
- Tracking of invoices paid and outstanding, maintaining an overview of pending payments and reminding clients or counterparties in case of payment delays.
- Management of company mail, parcels and courier deliveries, including receiving, sending and arranging international shipments when required.
- Organization and maintenance of administrative documents, invoices, receipts, travel documents, expense reports and other company records, both electronically and in physical form.
- Sometimes might be additional responsibilities coordinating company events, including venue selection, communication with suppliers, catering, transportation, accommodation, guest management and general event planning.
REQUIREMENTS
What we need from you
- English — B2 or higher, comfortable communicating 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, such as working with invoices, expenses, receipts or financial documents.
- Basic working knowledge of Excel / Google Sheets and common office tools.
- Based in Kyiv and available for on-site work.
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 and reliable
- If you take something on, you follow it through.
- Proactive
- You notice what needs to be done rather than always waiting for instructions.
- Friendly and confident with people
- Including international guests and clients.
- Detail-oriented
- Especially when working with bookings, documents and expenses.
- Hands-on and practical
- Comfortable dealing with both small everyday office issues and larger organisational tasks.
- Flexible and adaptable
- When plans or priorities change.
- Eager to learn and grow
- You don’t need to know everything already, but you should be curious and willing to figure things 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 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.