Office & Facilities Manager

Office & Facilities Manager

Office

Please note that the role does not offer the possibility of military service deferment

Location

Ukraine Lviv

Necessary skills and qualifications

2+ years of experience as an Office Manager or in facilities/administrative operations management

Strong understanding of office operations and administrative facility management

Proven experience in procurement, vendor management, and contract oversight

Knowledge of office infrastructure maintenance principles and facility support

Strong self-organization and prioritization skills, with the ability to coordinate team workflows and monitor task execution

Solid grasp of record keeping, document workflows, business correspondence, and office inventory/asset accounting

Experience in budgeting, administrative expense control, cost estimation, and processing primary accounting documents

Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail) and task management tools

At least a Pre-Intermediate level of English proficiency

Will be a plus

Knowledge of ISO 27001, ISO 9001, and ISO 13485 standards regarding office infrastructure, physical security, and facility operations

Experience in corporate travel arrangements, domestic and international shipping, and preparing shipping/travel documentation

Hands-on experience with Jira

Proven track record in optimizing and documenting administrative processes (SOPs/workflows)

Hands-on experience in managing office maintenance and renovation/fit-out works

Soft skills

Result-oriented mindset with strong decision-making skills and a drive to see tasks through to completion

Proactive approach: ability to anticipate needs, prevent issues, and drive process improvements

Strong interpersonal and communication skills to collaborate effectively with team members, leadership, vendors, and contractors

Proven leadership abilities: organizing staff workflows, delegating tasks, and monitoring delivery

Close attention to detail and accuracy

Flexibility, resilience under pressure, and a hands-on, practical mindset

Responsibilities

Maintaining office facilities, furniture, equipment, and utilities in proper working order; coordinating maintenance and repair works

Procuring office supplies, stationery, and kitchen consumables; tracking inventory levels

Liaising with vendors and service providers, leading negotiations, and overseeing contractual compliance

Supervising cleaning staff (team of 2)

Arranging domestic and international business travel (booking flights and accommodations, preparing cost estimates, and managing travel paperwork)

Coordinating domestic and international shipments of IT equipment, hardware, and promotional materials (including customs clearance support)

Assisting in organizing corporate events, celebrations, and employee recognition initiatives

Setting up workstations, managing the distribution and return of office equipment, and coordinating badge/access requests

Tracking fixed assets and actively participating in regular inventory audits

Handling incoming and outgoing mail/correspondence, including logging, filing, and dispatch

Ensuring compliance with physical and fire safety regulations; supporting preparation for ISO 27001, 9001, and 13485 audits

Office budget planning and administrative expense tracking

Contributing to updating internal administrative procedures, SOPs, and company policies

Nataliia Dykhno

Recruiter

What you'll get

21 working days

paid annual leave

Unlimited

sick leaves with a medical statement

30 working days

unpaid leave

5 days off

following your wedding or child's birth

Company-funded professional education

Free English classes

Team building & industry events

Flexible work schedule

In-house accounting services

Relocation support

Lviv IT Cluster gifts & discounts