Administrative Manager
Administrative Manager
Ukraine, a major city in the Western region.
Full-time
NDA
Our client is a leading European defense company that, in partnership with a Ukrainian organization, delivers innovative solutions for the aerospace, defense, security, and digital technology sectors. Their products and systems support critical missions and advanced technological capabilities worldwide.
We are currently seeking an Administrative Manager to become the architect of our company’s efficient work environment. Your goal is not just to "maintain order," but to build a seamless system of administrative processes where infrastructure, budget, and services operate as a single, unified mechanism.
Our client is a leading European defense company that, in partnership with a Ukrainian organization, delivers innovative solutions for the aerospace, defense, security, and digital technology sectors. Their products and systems support critical missions and advanced technological capabilities worldwide.
We are currently seeking an Administrative Manager to become the architect of our company’s efficient work environment. Your goal is not just to "maintain order," but to build a seamless system of administrative processes where infrastructure, budget, and services operate as a single, unified mechanism.
Key Responsibilities
Organization and Control of Administrative Activities:
Develop unified office operating standards.
Monitor the technical condition of premises, including HVAC, lighting, and water supply systems.
Implement automated systems for badge requests, meeting room bookings, and maintenance tickets.
Cross-functional Coordination & Control:
Inter-departmental Task Monitoring: tracking the execution of shared tasks and projects across various departments.
Bottleneck Identification & Conflict Resolution: detecting communication gaps between departments and proactively resolving scheduling or deadline conflicts.
Coordination of Major Internal Initiatives: managing large-scale projects involving multiple stakeholders, such as office relocations, inventory audits, and the implementation of new software systems.
Document Management and Correspondence:
Organize the receipt, registration, and distribution of incoming/outgoing mail (both physical and electronic).
Establish a filing and retention system for contracts, certificates, and orders related to business operations.
Coordinate internal couriers and external delivery services.
Control of Licenses, Certificates, and Corporate Documents:
Maintain a registry of all company permits and monitor expiration dates.
Ensure timely renewal of certificates (e.g., fire safety, software licenses, or specific industry permits).
Ensure the physical and digital security of original statutory documents.
Procurement Planning and Resource Management:
Forecast expenses for stationery, household goods, equipment, and furniture.
Monitor inventory levels to prevent shortages of critical materials.
Implement policies for the rational use of paper, energy, and other resources.
Budgeting and Cost Optimization:
Prepare annual and quarterly administrative budgets (OPEX and CAPEX).
Monitor monthly expenses and provide variance analysis.
Conduct regular market reviews to negotiate better terms without compromising quality.
Service Management and Vendor Relations:
Oversee cleaning, security, florist services, catering, and technical maintenance teams.
Establish clear quality criteria (SLAs) for contractors and monitor their performance.
Manage contracts, verify acceptance certificates (acts), and oversee payments.
Cross-functional Collaboration (Accounting, HR, IT):
Ensure timely submission of primary documentation (invoices, acts) for accounting purposes.
Organize workstations for new hires (Onboarding) and assist in corporate event planning.
Collaborate on equipment procurement and internet connectivity management.
Organization and Control of Administrative Activities:
Develop unified office operating standards.
Monitor the technical condition of premises, including HVAC, lighting, and water supply systems.
Implement automated systems for badge requests, meeting room bookings, and maintenance tickets.
Cross-functional Coordination & Control:
Inter-departmental Task Monitoring: tracking the execution of shared tasks and projects across various departments.
Bottleneck Identification & Conflict Resolution: detecting communication gaps between departments and proactively resolving scheduling or deadline conflicts.
Coordination of Major Internal Initiatives: managing large-scale projects involving multiple stakeholders, such as office relocations, inventory audits, and the implementation of new software systems.
Document Management and Correspondence:
Organize the receipt, registration, and distribution of incoming/outgoing mail (both physical and electronic).
Establish a filing and retention system for contracts, certificates, and orders related to business operations.
Coordinate internal couriers and external delivery services.
Control of Licenses, Certificates, and Corporate Documents:
Maintain a registry of all company permits and monitor expiration dates.
Ensure timely renewal of certificates (e.g., fire safety, software licenses, or specific industry permits).
Ensure the physical and digital security of original statutory documents.
Procurement Planning and Resource Management:
Forecast expenses for stationery, household goods, equipment, and furniture.
Monitor inventory levels to prevent shortages of critical materials.
Implement policies for the rational use of paper, energy, and other resources.
Budgeting and Cost Optimization:
Prepare annual and quarterly administrative budgets (OPEX and CAPEX).
Monitor monthly expenses and provide variance analysis.
Conduct regular market reviews to negotiate better terms without compromising quality.
Service Management and Vendor Relations:
Oversee cleaning, security, florist services, catering, and technical maintenance teams.
Establish clear quality criteria (SLAs) for contractors and monitor their performance.
Manage contracts, verify acceptance certificates (acts), and oversee payments.
Cross-functional Collaboration (Accounting, HR, IT):
Ensure timely submission of primary documentation (invoices, acts) for accounting purposes.
Organize workstations for new hires (Onboarding) and assist in corporate event planning.
Collaborate on equipment procurement and internet connectivity management.
Requirements
3–5 years in roles such as Office Manager, Administrative Manager, or Facilities Manager within medium to large-scale companies.
Strong problem-solving abilities to diagnose complex systemic issues.
Upper-Intermediate English or higher for communication with international partners.
Ability to multi-task effectively and make sound decisions in high-pressure or crisis situations.
Proven ability to secure the best possible terms from landlords and service providers.
Exceptional self-organization and a meticulous eye for detail.
Diplomacy and professional etiquette when interacting with stakeholders and staff.
3–5 years in roles such as Office Manager, Administrative Manager, or Facilities Manager within medium to large-scale companies.
Strong problem-solving abilities to diagnose complex systemic issues.
Upper-Intermediate English or higher for communication with international partners.
Ability to multi-task effectively and make sound decisions in high-pressure or crisis situations.
Proven ability to secure the best possible terms from landlords and service providers.
Exceptional self-organization and a meticulous eye for detail.
Diplomacy and professional etiquette when interacting with stakeholders and staff.
We Offer
Opportunity to work with cutting-edge defense technologies and complex engineering projects.
Competitive compensation and professional development opportunities in a high-tech environment.
Opportunity to work with cutting-edge defense technologies and complex engineering projects.
Competitive compensation and professional development opportunities in a high-tech environment.
NDA