Office Administrator

Job Description — Administrative Specialist

Job Title: Administrative Specialist Department: Administration Location: Kyiv office — onsite work

Job Purpose We are looking for a highly organized, detail-oriented, and proactive Administrative Specialist to support the smooth and efficient operation of the office.

The role will be responsible for daily administrative activities, office coordination, document management, and providing general support to employees and management.

Key Responsibilities

• Manage daily office administration and ensure the smooth operation of the office.
• Handle general administrative tasks, including document preparation, filing, data entry, and record keeping.
• Coordinate office supplies, equipment, facilities, and maintenance services.
• Support meeting arrangements, including room bookings, invitations, materials, and minutes when required.
• Coordinate business travel arrangements, including transportation and accommodation, where applicable.
• Assist with onboarding and offboarding administrative procedures for employees.
• Support internal company events, meetings, and employee activities.
• Liaise with external vendors, service providers, and building management as needed.
• Handle incoming calls, emails, correspondence, and other general office inquiries.
• Maintain accurate administrative records and ensure documents are properly organized and up to date.
• Support management and other departments with ad hoc administrative tasks and projects.
• Ensure administrative processes comply with company policies and local requirements.
• Identify opportunities to improve administrative processes and office efficiency.

Requirements

• Bachelor’s degree or equivalent qualification in Business Administration, Management, or a related field.
• 1+ years of experience in administration, office management, or a similar role（University students majoring in Chinese are also welcome to apply）
• Available for business travel within Ukraine.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks.
• Good attention to detail and a proactive working attitude.
• Good command of Microsoft Office, especially Word, Excel, and PowerPoint.
• Good written and spoken English; additional languages are a plus.

What We Offer

• A professional and international working environment.
• Opportunities to work closely with different departments and stakeholders.
• A diverse range of responsibilities and opportunities to develop administrative and organizational skills.
• A supportive and collaborative team culture.

Contact Email: [apply]