Office & Facilities Manager
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