Office Manager

Огляд

Theseus is an early-stage defense technology company building visual positioning technology to improve the reliability of autonomous systems in GPS-denied environments. The company is focused on solving localization on today’s battlefield and its technology is already being used in real operational environments. Theseus is looking for an Office Manager to take ownership of the day-to-day operations of its Kyiv office and help keep the team organized, supplied, and running smoothly.

Обов'язки

• smooth day-to-day operation of the Kyiv office
• maintenance of stocks of office, kitchen, household, and other necessary supplies
• maintenance of office operations during power outages, including charging stations, backup power, water, internet connectivity, and other essential supplies
• coordination of deliveries, couriers, shipments, and receipt of packages
• organization of shipments and movement of company equipment and hardware within Ukraine
• communication with the landlord, building management, cleaning services, security, couriers, suppliers, internet providers, and other vendors
• planning and execution of office purchases, obtaining quotes, preparing budgets, and maintaining spending records
• maintenance of an up-to-date inventory of company property, including laptops, computers, engineering equipment, keys, office equipment, and other assets
• coordination of equipment, keys, and office access during employee onboarding and offboarding
• assistance with travel arrangements and logistics for employees travelling within Ukraine and internationally
• organization of accommodation, transport, meeting spaces, and other logistics for visiting employees and partners
• maintenance of administrative records, invoices, receipts, and office documentation
• support with scheduling, reservations, meetings, and company events
• organization of internal team events
• handling of sensitive company information and operational details with discretion
• identification and resolution of office and operational issues before they affect the team
• ownership of miscellaneous operational tasks arising in a small and fast-growing company

Вимоги

• excellent organizational skills and a high level of self-management
• strong attention to detail
• ability to take ownership of tasks and solve problems independently
• confident use of Google Workspace, particularly Google Sheets, Google Docs, and Google Drive
• confident use of Microsoft Excel
• fluency in Ukrainian
• fluency in English
• strong written and verbal communication skills
• ability to work in a fast-moving environment with changing priorities
• high degree of reliability, discretion, and trustworthiness

Nice to Have

• previous experience in office management, operations, administration, procurement, logistics, or a similar role
• experience working at a startup, technology company, defense company, NGO, or another fast-paced organization
• experience managing suppliers, purchasing, equipment inventories, or company vehicles
• familiarity with shipping equipment and arranging logistics within Ukraine
• driving licence and confidence driving in Ukraine

Умови

• full-time employment
• in-person work from the office in Kyiv
• flexible working environment
• competitive compensation
• significant responsibility and autonomy from day one
• opportunity to work closely with a small international team building technology that is already being deployed in Ukraine