Office and Workplace Coordinator
About Vaimo\u003A We are a global partner with a local presence, focused on cultivating close, long-term relationships with our clients. We work with brands, retailers, manufacturers, and organizations all over the world. About the Role\u003A We\'re looking for someone to take care of the people-facing side of our Ukrainian office and team. This is a hands-on, varied role; you\'ll be the go-to person for colleagues and will manage vendors, budgets and day-to-day operations. Key Responsibilities include Workplace management, Events & team engagement, Invoices & budgets, Employee benefits & programs, Equipment & asset management, Internal communications, Merchandise, gifts & shipping. Required Qualifications include English (B1–B2) and Ukrainian fluency, office management or similar experience, strong organizational skills, autonomous work, comfort with spreadsheets, proactive communication and a genuine interest in admin/HR. Nice-to-Haves include international experience and familiarity with asset-tracking or invoicing tools. We Offer Full-time, permanent employment; Hybrid work mode; Fixed salary; training opportunities; English classes; international environment; Paid vacation (20 business days); Paid sick leaves; Corporate psychologist; Monthly events; Kyiv center office."
Job Details
Responsibilities
- Workplace management: Keep the Ukrainian coworking running well, including our relationship with the coworking space.
- Events & team engagement: Own our corporate events from start to finish, both online and offline. This covers coming up with ideas, finding venues and vendors, sorting catering and logistics, and keeping events on budget.
- Invoices & budgets: This runs across most of the role. You\'ll receive and check invoices, send them for payment through our approval system, request budget approvals, and keep an eye on spending across the different areas you manage.
- Employee benefits & programs: Manage some of the benefits, such as psychological support, language learning programs, seasonal lunch card, etc. You\’ll also coordinate bookings and agreements for the corporate apartments in Malaga.
- Equipment & asset management: Keep track of company hardware like laptops, monitors, and phones.
- Internal communications: Keep the team informed and engaged. You\'ll prepare internal comms, birthday greetings, share updates about benefits and programs, and help organize webinars and other team activities.
- Merchandise, gifts & shipping: Order and track branded merchandise, prepare welcome packs for new joiners, and handle gifts and recognition (such as new-baby and wedding gifts).
Requirements
- Conversational written and spoken English (around ~ B1–B2). You\'ll use it almost daily with international colleagues and external partners.
- Fluent or native Ukrainian.
- Experience in office management, administration, events, or a similar people-facing operational role.
- Solid organizational skills, ability to work autonomously
- Comfortable working with spreadsheets and online tools for tracking and reporting.
- A friendly, proactive approach and the confidence to communicate with employees, vendors, and partners.
- Genuine interest in what you do, and overall interest in admin or HR areas is highly welcomed.
Skills & Technologies
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