Office Services Coordinator

Who You'll Work With

You’ll work in our Kiev office as part of our Firm Management & Operations team. Our Location Management path focuses on ensuring the smooth operation of our more than 100 locations in over 60 countries and provide office services to all colleagues.

Your Impact

You will perform a variety of administrative activities that collectively contribute to the functionality and appearance of the office.

You will play a key role in managing conference room bookings and ensuring rooms are furnished, equipped, and functional, including technical equipment like VC systems and printers. You will oversee inventory, reorder supplies, and manage goods and invoices with Finance. Additionally, you will coordinate office repairs with external contractors, ensuring all technology is properly maintained.

You will act as the main point of contact for building management and office vendors, including cleaning, translation, printing, technical services, and security. You will oversee IT supply administration, conduct regular inventories in collaboration with the IT department, and manage taxi suppliers and driver reports. Additionally, you will handle various administrative tasks in coordination with other firm departments.

You will coordinate all security processes with internal departments and external vendors, ensuring compliance with building security, attendance control, local regulations, and firm guidelines. You will manage access cards, oversee occupational safety and health processes, and handle travel and transfer bookings in and out of Ukraine, including traveler security briefings. Additionally, you will maintain satellite devices, manage and recharge generators, and acquire and deploy emergency supplies as needed.

You’ll have the opportunity to gain new skills, such as holistic facility and supply chain management; negotiation, financial and administrative skills; cross-departmental collaboration; crisis management.

Your Qualifications and Skills

• Secondary education required
• 3+ years of experience in working at a reception or comparable areas, ideally in a professional service environment (e.g. hotel industry)
• Familiar with basic computer applications, basic knowledge of Microsoft Office; technical knowledge is an advantage
• Fluent English
• Strong service orientation and service mentality; confident, professional demeanor both externally and on the phone
• “Can-do" attitude, strong desire to provide the highest level of service, ability to work under stress/pressure