Administrative specialist

This position is open exclusively to Ukrainian residents based in Kyiv.

Our company is expanding, and the Business Operations team needs an extra set of hands to keep our documentation processes and operational workflows running smoothly. If you enjoy turning paper chaos into order and want to make a real impact on how we do business, this role is for you.

Requirements

• Upper-intermediate English (B2) for communication with our UK colleagues and for supporting contract review and preparation.
• Ability to ensure transparency and predictability in document management.
• 2+ years of experience in administrative roles, or experience as a team assistant in a legal, finance, or operations department.
• Good familiarity with a variety of document types.
• Proven ability to handle large volumes of documentation (invoices, certificates of acceptance, purchase orders, contracts, etc.).
• High level of integrity and discretion when handling sensitive information.
• Clear and concise written and verbal communication skills.
• Ability to visit the office on an ad-hoc basis (we work mostly remotely, but some document-related tasks require occasional presence in the office).

Nice to have

• Experience in an international company.
• Degree in Finance, Law, or Administration.
• Proficiency in MS Office and Google Workspace.
• Understanding of candidate and employee experience principles.
• Experience with military record-keeping.

Key responsibilities

• Maintain the relevance and accuracy of files, documents, agreements, and team members’ records, including their statuses.
• Provide administrative support for internal processes: entering information into internal databases, organising meetings, launching questionnaires, adding or removing team members from files and chats, etc
• Propose and implement improvements in the organisation and systematisation of document management and operational workflows.
• Assist with the preparation and processing of documents from suppliers, customers, and partners to support smooth internal operations.
• Collaborate with other departments (Finance, Legal).
• Support our lawyer in drafting and reviewing client contracts.
• Coordinating team perks and reimbursements (e.g., English classes, travel compensation).
• Support the military paperwork process (booking, accounting, record-keeping) in collaboration with our external provider. This will not be your direct responsibility but will involve helping to ensure compliance with conscription regulations.

Hiring process

• Resume review — up to 5 business days.
• Test task.
• Intro call with Business Operations Lead.
• Technical interview with Business Operations Lead and Financial Accountant.
• Offer discussion.

We offer

• Competitive compensation with flexible and clear bonus scheme.
• Hybrid work model: a combination of in-office and remote work as needed.
• Paid vacation — 21 business days per year.
• Paid sick leave.
• Conferences, books, and courses if needed.