Senior Office Management Specialist

Ciklum is looking for a Senior Office Management Specialist to join our team full-time in Ukraine.

We are a custom product engineering company that supports both multinational organizations and scaling startups to solve their most complex business challenges. With a global team of over 4,000 highly skilled developers, consultants, analysts and product owners, we engineer technology that redefines industries and shapes the way people live.

About the role:

As a Senior Office Management Specialist, become a part of a cross-functional development team engineering experiences of tomorrow.

In this role you will join our Global Workspace Management team having colleagues close to you and a big, distributed team acting in the same role in other Ciklum’s offices around the Globe: in Ukraine, Poland, the UK, Spain, Bulgaria, Slovakia, Romania, Czech Republic, India, Pakistan. The role assumes to be coordinated by the Global Workspace Management Director. In this role you will provide a focal point for our front-of-house and office support operations, ensuring a world-
class office experience in the office environment.

Responsibilities:

• Coordinate front-desk operations, the welcoming process for newcomers, overseeing courier services, post distribution, and necessary customs clearance for deliveries
• Is accountable for all the office life-cycle activities (ordering office supplies, controlling cleaning services quality, courier and post services, etc)
• Managing office supply providers, keeping track of contracts, payments and orders
• Coordinate refurbishments, renovations and office moves, assist with space planning and creating a great work environment in the office
• Managing communication with the Landlord and third-party facility services
• Employees’ (both - office-and home based) and clients’ support in daily activities related to the office
• Work with Service Desk system, process office support requests
• Purchase management (cooperate locally with global procurement team)
• Basic budgeting and reporting tasks
• Assist with the inventory of non-IT assets
• Deliveries and customs clearance arrangement
• Events’ support
• Assisting other admin areas (IT, HR Admin, Branding &Communication, travel) upon the request
• Any other ad-hoc matters requested within Global Workspace Management.

Requirements:

• Demonstrable experience in office administration. Hospitality experience is a plus
• Excellent interpersonal and communication skills
• Superior time management & organizational skills
• A proactive, solutions-oriented approach
• Honesty and integrity
• Strong sense of accountability and responsibility
• A team player with great attention to details
• Self-starter with the ability to work in an international team in both - remote & onsite mode
• Education – bachelor or higher degree
• Ukrainian - fluent, English – upper-intermediate written and spoken
• Experience with Google Docs, Google Spreadsheets will be a plus

What`s in it for you?

• Strong community: Work alongside top professionals in a friendly, open-door environment
• Growth focus: Take on large-scale projects with a global impact and expand your expertise
• Tailored learning: Boost your skills with internal events (meetups, conferences, workshops), Udemy access, language courses, and company-paid certifications
• Endless opportunities: Explore diverse domains through internal mobility, finding the best fit to gain hands-on experience with cutting-edge technologies
• Flexibility: Enjoy radical flexibility – work remotely or from an office, your choice
• Care: We’ve got you covered with company-paid medical insurance, mental health support, and financial & legal consultations

About us:

At Ciklum, we are always exploring innovations, empowering each other to achieve more, and engineering solutions that matter. With us, you’ll work with cutting-edge technologies, contribute to impactful projects, and be part of a One Team culture that values collaboration and progress.
As one of Ukraine’s largest IT companies and a top employer recognized by Forbes, we’ve spent over 20 years delivering meaningful tech solutions. We proudly support diverse talent and military veterans, recognizing their unique skills and perspectives they bring to shaping the future.

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Explore, empower, engineer with Ciklum!

Interested already? We would love to get to know you! Submit your application. We can’t wait to see you at Ciklum.