Адміністратор, Office manager, Coordinator (English B2)

IFM DEPARTMENT ADMINISTRATOR

Integrated Real Estate Services (IRES) | Kyiv

IRES (www.ires.com.ua) is an integrated real estate services provider supporting international and Ukrainian corporate clients. We are looking for a responsible and proactive Administrator to join our Integrated Facility Management (IFM) team.

This position is designed as a development role: the successful candidate will receive practical training and gradually develop into a Facility Management professional, working with clients, contractors and IRES internal teams.

• Office location: Business center near Pecherska metro station (5−7 minute walk)
• Bomb shelter available
• Work format: On-site / Hybrid — We work remotely during massive shelling and prolonged air raid alerts.
• Schedule: 9.00−18.00, 5/2
• Official employment

THE ROLE

The Administrator will support the day-to-day operation of our clients' offices and help coordinate multiple operational requests. The role requires strong personal responsibility, clear communication, the ability to switch between different tasks during the day, and a practical, analytical approach to problem solving.

KEY RESPONSIBILITIES

• Client support: Communicate with client representatives, receive and coordinate day-to-day requests, follow up on agreed actions and keep the client informed until the issue is resolved.

• Contractor coordination: Communicate with service providers, request quotations, coordinate site visits and works, monitor deadlines and quality, and assist in resolving operational issues.

• Office and facility operations: Support the smooth daily operation of client offices and coordinate cleaning, minor repairs, maintenance, supplies and other facility-related services.

• Internal IRES coordination: Work closely with IRES Facility Management, Project Management, Procurement, Finance/Accounting and management teams to ensure requests are processed correctly and on time.

• Procurement and documentation: Collect requirements, obtain and compare quotations, coordinate orders and deliveries, process invoices and supporting documents, and maintain basic records and reports.

• Task and issue management: Handle several requests of different urgency during the day, set priorities, monitor progress and make sure tasks are brought to completion rather than simply forwarded.

• Service improvement: Identify recurring issues, analyse possible causes and suggest practical improvements to office and facility services.

WHAT WE ARE LOOKING FOR

• Experience as an administrator, office manager, coordinator, customer service specialist or in another operational role is an advantage; previous Facility Management experience is welcome but not required.
• High level of personal responsibility and ownership: you follow a task through to the final result.
• Strong communication skills and confidence in working with clients, suppliers and colleagues.
• Ability to manage multiple different tasks during the working day, prioritise and meet deadlines.
• Good analytical and critical-thinking skills: ability to understand a problem, compare options and propose a practical solution.
• Organised, attentive to detail, proactive and comfortable working in a dynamic environment.
• Confident user of standard office software and willingness to learn client and IRES systems.
• Higher education.
• English sufficient for business correspondence and communication will be an advantage.

WHAT WE OFFER

• Official employment in accordance with Ukrainian labour legislation.
• Full-time schedule: Monday-Friday, 09:00—18:00.
• Practical onboarding and training in Integrated Facility Management.
• Direct experience with corporate and international clients, suppliers and real estate service processes.
• A clear opportunity to grow from an Administrator role into a Facility Management Manager position based on performance and professional development.
• A varied role where you can see the practical result of your work every day.

If you are looking for a role where responsibility, communication and the ability to solve real operational tasks matter, we would be pleased to meet you.

IRES — Integrated Real Estate Services | www.ires.com.ua