Middle Office Manager

We are looking for an organized, proactive, and service-oriented Office Manager to ensure the smooth day-to-day operation of our office. In this role, you will be responsible for coordinating general office services, managing administrative processes, welcoming visitors, supporting office events, and maintaining a comfortable and well-organized working environment.

The ideal candidate is detail-oriented, communicative, and able to manage multiple tasks efficiently while maintaining a positive attitude and a high level of service.

Work Format: 100% on-site presence required (Monday–Friday, 9:00–18:00) at the office in Lviv, Naukova, 7D. Please note: Remote or hybrid options are not available for this role.

Key Responsibilities

1. Office Administration & General Services

• Coordinate daily office operations and ensure the smooth delivery of administrative services.

• Manage office supply inventory, place orders, and coordinate the purchasing and delivery of goods and services in accordance with internal procedures.

• Handle office-related requests in Jira, ensuring timely follow-up and resolution.

• Coordinate with contractors, suppliers, and building management on office maintenance and operational matters.

• Monitor office facilities, identify potential issues, and coordinate their resolution.

• Keep office storage areas and supplies organized and properly maintained.

2. Visitor Management & Event Support

• Coordinate business visits, including transportation, catering, and meeting room arrangements.

• Ensure meeting rooms and conference facilities are properly prepared for visitors and business meetings.

• Maintain an inventory of visitor gifts and related materials.

• Handle special visitor requests and escalate non-standard or high-priority situations when necessary.

• Support the organization and coordination of internal office events.

3. Reception & Front Desk Operations

• Manage incoming and outgoing mail, courier services, and ensure timely delivery of documents and packages.

• Handle supplier documentation, payment-related requests, and administrative escalations.

• Oversee reception area operations, including incoming calls, visitor assistance, information services, and lost-and-found procedures.

• Conduct regular office checks to ensure the reception and common areas are maintained appropriately.

4. Office Setup & Facilities Coordination

• Support office opening and closing procedures.

• Assist with office relocation, reorganization, and workspace setup.

• Coordinate the establishment and maintenance of office services and reception areas.

5. Administrative Reporting & Operational Support

• Maintain and update office administration databases and documentation.

• Identify opportunities to improve administrative processes, procedures, and office services.

• Report operational issues and relevant updates to the Head of Administrative Services Sub-Unit.

• Provide administrative and operational support to other departments when required.

Requirements

• At least 1 year of relevant experience in office administration, office management, reception, or a similar role.

• English proficiency at B2 level or higher.

• Strong attention to detail and accuracy.

• Excellent verbal and written communication skills.

• Strong collaboration and interpersonal skills.

• Good customer service and client relationship management skills.

• Ability to multitask, prioritize tasks, and work effectively under pressure.

• Positive, proactive, and flexible attitude, with a willingness to support colleagues and take ownership of tasks.

• Creative approach to problem-solving and interest in improving the office environment.

• Strong knowledge of MS Office (Excel, Word, Outlook, PowerPoint).