Office Operations Specialist

Office Operations Role and Responsibilities: 

• 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 company-wide processes on location.
• Participate in the launch of new offices in accordance with the needs of the company, and responsible for working 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. 
• Interact and collaborate with other departments to support cross-functional activities, including but not limited to event preparation, meetings, strategy sessions, and setting up meeting rooms for guests, clients, and internal use.
• Work with administrative tasks in Jira. 
• Manage office and IT inventory in coordination with Asset Management processes.
• 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 cash expenses. 
• Coordinate logistics: manage parcel shipments and track their purpose, contents, and materials.
• Welcome and guide visitors, maintain visitor and employee attendance logs.
• Ensure compliance with office access and physical security policies, including access card management and video surveillance monitoring.
• Handle incoming phone calls: identify purpose, provide information, and forward messages as needed.

• 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. 

Requirements: 

• 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