Office manager

Ajax Systems — an international technology company and the largest manufacturer of security systems in Europe. Ajax products are trusted by over 4.5 million end users and 330 thousand PRO users in more than 180 countries. The company offers comprehensive solutions for protecting residential and commercial properties of various scales. Currently, the Ajax portfolio includes 280 devices for intrusion detection, video surveillance, fire safety, and comfort and automation. Every year, we demonstrate exponential growth in both team size and the number of users worldwide. 

Ajax Systems has full-cycle production: from idea generation and prototyping to mass production and sales worldwide. Each department fully covers a specific operational business need. The company's specialists are involved at all stages: from the production line in Ukraine to the logistics center in Poland, from where products are shipped to distributors around the world.

Currently, our team is growing, and we are looking for an Office Manager who will be responsible for the daily operation of the office and the comfort of employees at the location. This is a role for a person who can keep many parallel processes under control, react quickly to non-standard situations, and bring tasks to completion. The area of responsibility will be an office of approximately 2,000 m² for 260 employees.

Your tasks: Ensure seamless daily office operations and comfortable conditions for employees.

Conduct daily office walkthroughs: monitor the condition of premises and meeting rooms, cleanliness, temperature, availability of water, food, stationery, and other necessary materials.

Provide the office with everything necessary: food, water, stationery, household goods, hygiene products, first aid kits, furniture, and office equipment.

Identify procurement needs, work with suppliers, organize, and monitor orders.

Work with the location's monthly budget: plan expenses, monitor them, and create payment requests.

Work in 1C: create payment requests, process outgoing documents, and write off goods.

Monitor stock levels of goods and consumables, conduct regular inventories, and plan necessary purchases.

Coordinate the work of the cleaning company.

Interact with the business center management company regarding access and passes, parking, repair and technical works, climate, and other office operation issues.

Monitor regular rent and utility payments, and submit invoices for payment in a timely manner.

Organize moves of teams and individual employees between locations: coordinate carriers, logistics, packaging materials, and workstation preparation.

Monitor the comfortable temperature in the office and coordinate the resolution of ventilation and air conditioning issues with the technical team and the business center.

Process internal employee requests and ensure their timely execution.

What is important to us: Practical experience as an Office Manager / Administrative Manager / Facility Coordinator or in another position with similar functionality.

Experience in independently managing the office's administrative and household processes.

Proficiency in Google Workspace, specifically Google Sheets and Google Docs.

Experience with 1C will be an advantage but is not mandatory — we are ready to train you.

Experience with Jira or other request management systems will be a plus.

English language from Intermediate (B1) — primarily for written communication with international locations.

Ability to work in a high multitasking mode, correctly prioritize, and not get lost in a large number of parallel requests.

Independence and responsibility — the Office Manager will work autonomously at the location.

Strong communication skills, a service-oriented mindset, and a sincere desire to help people.

Attention to detail, structuredness, and the ability to notice a problem before it starts affecting office operations.

Flexibility and the ability to quickly find solutions in non-standard situations.

What we offer: Work with large-scale office infrastructure and the opportunity to gain comprehensive experience in office management.

An independent area of responsibility and the opportunity to influence how the location's administrative processes work.

Opportunities for professional development within the administrative team.

Structured onboarding and support from experienced colleagues during the adaptation stage.

Work schedule Monday–Friday, 09:00–18:00.

Work in an office near Pochaina metro station (a shuttle bus runs from the business center to the metro).

Official employment with stable pay and all the guarantees of a Diia City resident.

The opportunity to propose and implement your own ideas that impact the product and production.

Work in a motivated team and zero bullshit culture.

Medical insurance.

Corporate English language training.

Compensation for professional training.

The opportunity to participate in the beta testing project of Ajax security systems — receiving and testing new gadgets before their release.

Ajax Systems is a Ukrainian success story, a place of incredible strength and energy. Join us to make Made in Ukraine a synonym for reliability.