Офіс-менеджер/ка

Role Overview

The Office Manager is responsible for ensuring the smooth day-to-day operation of the office. This role combines administrative management, facilities coordination, vendor relations, and support for leadership and employees. The Office Manager acts as a key point of contact for internal teams and external partners, helping create an organized, efficient, and positive workplace environment.

Key Responsibilities

Office & Operational Support

• Oversee daily office operations and ensure a well-organized, safe, and functional workplace
• Manage office supplies, equipment, and inventory; place orders as needed
• Coordinate office maintenance, repairs, and facility services
• Liaise with building management, and service providers

• Manage calendars, meeting rooms, and office schedules
• Organize internal meetings, company events, and team activities
• Maintain office policies, procedures, and documentation
• Support onboarding and offboarding processes in coordination with HR and IT (workspace setup, access, equipment)

• Manage relationships with vendors (cleaning, utilities providers, catering, couriers, etc.)
• Track office-related expenses and support budget planning
• Support procurement of office-related goods and services
• Process invoices and coordinate with finance/accounting team

Employee Support & Communication

• Serve as the first point of contact for office-related inquiries, including parking requests
• Support employee experience initiatives and office culture

• Ensure compliance with local office regulations and health & safety standards
• Maintain emergency procedures and office security protocols in coordination with security Manager
• Assist leadership with ad hoc administrative tasks

Travel Coordination Support

• Support arrangement of domestic and international business travel for employees in close coordination with Travel Coordinator

• Assist employees with travel-related inquiries and changes
• Backup communication with external vendors, service providers on travel requests

Fleet coordination Support

• Provide administrative support for company fleet operations (company cars, leased vehicles, or transportation services)
• Coordinate vehicle assignments, handovers, and returns
• Track vehicle documentation, insurance, registrations, and compliance requirements
• Liaise with leasing companies, service providers, and insurance partners

Required Qualifications

• Proven experience as an Office Manager, Administrative Manager, or similar role
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency with office software (Google Workspace / Microsoft Office, calendars, collaboration tools)
• Ability to work independently and proactively solve problems

Preferred Qualifications

• Experience in a fast-paced or growing company
• Basic knowledge of finance, procurement and basic operations processes
• Experience managing budgets and vendors
• Fluency in English

Key Competencies

• Highly organized and detail-oriented
• Strong interpersonal and relationship-building skills
• Discretion and confidentiality
• Problem-solving mindset
• Ability to prioritize and adapt to changing needs

What We Offer

• Competitive salary and benefits
• Supportive and collaborative work environment
• Opportunities for growth and professional development
• A role with real impact on company culture and operations

Please send your CV to the following email address: [email protected].