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Vacancy details
Infrastructure
Office Operations Specialist
Middle
Odesa, Ukraine
Hybrid
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What’s it like to work at Intellias? Join a global technology company that helps businesses move forward through product engineering, digital solutions, and practical innovation. As a part-time Office Operations Specialist in Odesa, you will help create a reliable and well-organized office environment, support employees and visitors, and contribute to a smooth workplace experience every day.
What project we have for you
Part-time position responsible for ensuring smooth and efficient office operations. The role includes supervision and coordination of service vendors; conducting tenders and participating in contract signing; managing purchasing and stocking of office supplies; ensuring health and safety compliance within the office; and supporting audit preparation and execution.
What you will do
This is a part-time position (approximately 20 hours per week). The role includes key responsibilities for supporting smooth and efficient office operations in Odesa.
- Ensure smooth daily office operations and create a comfortable working environment.
- Take part in improving office processes and working conditions by suggesting and implementing practical changes.
- Help with opening new offices or moving: work with vendors and contractors, take part in tenders, and prepare related documents (offers, reports, presentations).
- Be the main contact person for the landlord for daily operational questions.
- Coordinate sending and receiving parcels, communicate with courier services, and handle incoming office phone calls and related inquiries.
- Assist in preparation for ISO and TISAX audits (internal, external, or customer).
- Maintain visitor logs, access card and mechanical keys logs, and ensure accurate tracking and inventory.
- Manage purchasing and invoice processes according to company rules and make sure reports are completed on time.
- Support cooperation with external service providers — from finding new ones to checking the quality of their work.
- Keep company documentation on OneDrive up to date (registers, NDAs, seating maps, contacts, etc.).
- Post updates and announcements in local communication channels and answer employees’ questions.
- Help other departments with organizing meetings, events, or training sessions.
- Prepare meeting rooms for visitors, customers, and internal meetings.
- Check kitchen supplies and appliances, and communicate with cleaning and security teams.
- Monitor office expenses, keep budget records, and prepare financial reports in line with internal policies.
- Perform regular inventory checks of company assets in office and storage areas, ensuring accurate tracking and up-to-date asset records.
The list of tasks may change depending on the company’s needs and policies.
What you need for this
- 1+ years of experience as an Office Manager (working in an IT company is a plus)
- Intermediate or higher English
- 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
- Experience in using AI tools to improve efficiency, automate routine tasks, and support decision-making.
- 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
- Independent, self-organized, proactive and accountable
What it’s like to work at Intellias
At Intellias, where technology takes center stage, people always come before processes. By creating a comfortable atmosphere in our team, we empower individuals to unlock their true potential and achieve extraordinary results. That’s why we offer a range of benefits that support your well-being and charge your professional growth.
We are committed to fostering equity, diversity, and inclusion as an equal opportunity employer. All applicants will be considered for employment without discrimination based on race, color, religion, age, gender, nationality, disability, sexual orientation, gender identity or expression, veteran status, or any other characteristic protected by applicable law.
We welcome and celebrate the uniqueness of every individual. Join Intellias for a career where your perspectives and contributions are vital to our shared success.
