Office Manager (maternity cover)

About the role

You own the end-to-end operations of the office environment ensuring that daily workflows run without friction for the entire team. You will proactively manage workspace experience, automation of routine processes, and maintain a transparent flow of information across all locations. This role is defined by customer-focused ownership where you act as the single point of contact for colleagues and vendors. You will oversee infrastructure and location management while driving continuous improvements to systems and services. You will manage office supplies and vendor relationships with strict financial discipline and budget control. You are expected to give and receive open feedback to refine approaches and remove blockers quickly. You will coordinate logistics, travel, and internal documentation to keep the team aligned and productive.

Key facts

What you'll do

Coordinate office services, supplier relations, and issue resolution while managing working areas and their usage.

Ensure uninterrupted operation of all systems and location infrastructure by monitoring performance and implementing improvements.

Form and control the annual and monthly budget for office supplies and vendors, coordinating document flow and monitoring the suppliers market.

Act as the Single Point of Contact for colleagues on locations, ensuring timely and high-quality processing of requests.

Provide updates from the administrative department via corporate channels to maintain transparent and friendly information flow.

Manage internal logistics including documentation and packages sending as well as move coordination.

Utilize technological literacy with MS Excel and Google Sheets to track budgets, metrics, and operational data.

Support project management for changes such as renovations, redevelopments, and service improvements from planning to execution.

Maintain technical administration of the location and understand the principles of system operation to support uptime.

Leverage capability to swiftly learn new software and AI tools to automate routine processes and improve efficiency.

Organize regular purchases of supplies and manage vendor relationships to secure better-balanced opportunities.

Oversee free meals, fruits, and snacks when working in the office to maintain a positive workspace experience.

Ensure compliance with company policies and procedures while fostering an environment of equal opportunities.

Support the development of team culture through coordination of learning opportunities and educational resources.

Requirements

Financial literacy and document management are essential for accurate budget tracking and operational reporting.

Confident use of digital tools such as MS Excel and Google Sheets is required for data management and analysis.

You must be capable of swiftly learning new software and AI tools to adapt to evolving operational needs.

Technical administration of the location and understanding of the principles of system operation are necessary for uptime.

Project management skills are required for planning and implementing changes including renovations and service improvements.

A customer-focused approach with proactive ownership, strong execution, high adaptability, and attention to detail is mandatory.

Effective collaboration with a team and contractors is required, along with strong communication and negotiation skills.

You must be able to manage projects both onsite and remotely while maintaining clear communication across locations.

Nice to have

Only items specified in the source are preferred, and no additional preferences are added.

Practical notes

The engagement for this role is a Gig-contract. The position offers 21 paid vacation days per year, paid public holidays according to Ukrainian legislation, and medical insurance from day one. You will have access to development opportunities such as corporate courses, knowledge hubs, and free English classes as well as educational leaves. Free meals, fruits, and snacks are provided when working in the office. Compensation includes a competitive package with an annual performance review. This role is based in Lviv and requires the ability to manage projects both onsite and remotely with strong negotiation and communication skills.