Office Operation Specialist

• Contribute to and cooperate with the continuous improvement processes, and implement positive changes to office conditions and processes.  Responsible for implementation of relevant to the role (office operationist), company-wide processes on location.
• Participate in the launch of new offices in accordance with the needs of the company, and responsible for the work with vendors and contractors (tenders, presentations, proposals, and reports). 
• Being the single point of contact for the working operational processes with landlords and contractors (e.g. cleaning, servicing, IT support etc.).
• Responsible for preparation and leading the site tours for ISO and TISAX audits (customer, internal/external etc.). 
• Coordinate purchasing processes in compliance with internal policies & procedures: procurement and invoices processing, reporting, general coordination. 
• Responsibility for 3rd party contractors’ relations: from tenders (searching for new contractors) to operational matters participating in concluding contracts, supervising and coordinating vendors providing services, etc.).
• Manage general and local teams-channels: monitoring, answering questions, timely announcements, etc. 
• Work with all folders on OneDrive that relate to the AD, especially Online registers, NDA, Seating maps, Contacts, etc. 
• Liaise with other departments and teams on related activities: helping with preparation for some events, meetings, strategy sessions, etc. Prepare meeting rooms for meetings with customers, guests, trainings, etc. 
• Work with tasks in Jira. 
• Work with Asset Management, inventory for the office and IT items.
•  Check the availability of all the necessary products in the kitchen and the serviceability of kitchen appliances, communication with the cleaners, security, and other contractors, etc.  
• Reports on relevant cash expenses. 
• Cover the reception desk and maintain a presentable Front Desk area.
• Work with logistics companies, departments, and addresses:
• Send and receive parcels.
• Collect information about the parcel status (what it is, what it is for, which product it is part of and what material it is made of).
• Resolve various conflict situations.
• Interact with the IT department, the Finance department and the Legal department.

• Meet guests, employees, excursion:
• Direct and escort visitors to the appropriate person or department.
• Record registry of attendance of the office by guests, clients and other visitors in the online journal.

• Maintain security by complying with office access procedures and physical security policy:
• Purchase (if this provided by the system), issuance and inventory of personal, visitor and temporary access cards.
• Record the daily employee’s attendance of the office in the online journal.
• Access Control System: inventory, deletion, addition of access cards, provision of reports if necessary.
• Video surveillance: providing reports, checking serviceability, checking whether there is a recording for the last 60 days, constant monitoring.

• Coordinate incoming telephone calls:
• Determine the purpose of the call.
• Provide information to the callers.
• Take and relay messages to the appropriate person or department.

• IT Coordination:
• Work closely with the IT department and IT support contractor/employee to ensure all office technology (computers, printers, network, etc.) is functioning properly.
• Assist in managing IT assets, including inventory tracking and equipment deployment.
• Coordinate with external IT support as needed for troubleshooting and maintenance.

• C-level Support: Provide administrative support to site and country managers.
• Event Support: Assisting the Employee Experience team in organizing events on-site.
• Travel Support: Assisting the Travel Department.

The list can be adjusted by the Country Head and Head of Office and Facilities according to the needs and policies of the company. 

• Independent, self-organized, proactive and accountable.
• Bachelor’s degree in Business Administration, Office Management, or a related field is a plus.
• 2+ years of experience in office coordination, administration, or a related role, preferably in an IT or technology company.
• Upper-Intermediate or Advanced English, Ukrainian is a plus.
• Advanced PC and internet user, knowledge of MS products (JIRA is a plus).
• Perfect problem-solving skills.
• Strategic thinking and excellent analytical skills.
• A strong team player profile, curios and eager to learn.
• Experience with new offices planning and launching is a plus.
• Positive person with can-do approach. 
• Excellent communication skills, ability to influence people. 
• Highly detail-oriented and able to work autonomously. 
• Able to manage multiple tasks and tight deadlines with confidence and ease. 
• Able to prioritize and organize workload across the team. 
• Flexible, fast in reaction and decisive.