Office and Workplace Coordinator

Office and Workplace Coordinator About Vaimo: Vaimo is one of the world’s most respected experts in digital commerce and customer experiences. As a full-service digital experience agency, we deliver consulting, design, development, support, and analytics services within all four fields. We are a global partner with a local presence, focused on cultivating close, long-term relationships with our clients. We work with brands, retailers, manufacturers, and organizations all over the world and have over 650 employees based in offices in more than 15 markets across EMEA, APAC, and North America. About the Role: We're looking for someone to take care of the people-facing side of our Ukrainian office and team. This is a hands-on, varied role that touches everything from running events and managing our co-working space to looking after company equipment, employee benefits, and the small things that make people feel looked after at work. You'll be the person colleagues come to when they need something sorted, and the one keeping vendors, budgets, and day-to-day operations running smoothly. It suits someone who likes variety, enjoys organizing things, and is comfortable working with both local and international teammates. A lot of the work involves communicating in English, so you'll be at ease using it every day. Key Responsibilities: Workplace management: Keep the Ukrainian coworking running well, including our relationship with the coworking space. Events & team engagement: Own our corporate events from start to finish, both online and offline. This covers coming up with ideas, finding venues and vendors, sorting catering and logistics, and keeping events on budget. Invoices & budgets: This runs across most of the role. You'll receive and check invoices, send them for payment through our approval system, request budget approvals, and keep an eye on spending across the different areas you manage. Employee benefits & programs: Manage some of the benefits, such as psychological support, language learning programs, seasonal lunch card, etc. You’ll also coordinate bookings and agreements for the corporate apartments in Malaga. This role is the point of contact for both local teams and the providers behind these programs. Equipment & asset management: Keep track of company hardware like laptops, monitors, and phones. I nternal communications: Keep the team informed and engaged. You'll prepare internal comms, birthday greetings, share updates about benefits and programs, and help organize webinars and other team activities. Merchandise, gifts & shipping: Order and track branded merchandise, prepare welcome packs for new joiners, and handle gifts and recognition (such as new-baby and wedding gifts). Required Qualifications: Conversational written and spoken English (around ~ B1–B2). You'll use it almost daily with international colleagues and external partners. Fluent or native Ukrainian. Experience in office management, administration, events, or a similar people-facing operational role. Solid organizational skills, ability to work autonomously Comfortable working with spreadsheets and online tools for tracking and reporting. A friendly, proactive approach and the confidence to communicate with employees, vendors, and partners. Genuine interest in what you do, and overall interest in admin or HR areas is highly welcomed. Nice-to-Have Qualifications: Experience working in an international or distributed company. Familiarity with asset-tracking tools (for example, Snipe-IT) or invoice and approval systems (for example, Kissflow). Experience managing employee benefits, vendor relationships, or event budgets. We Offer: Full time, permanent employment Hybrid work mode (at least 2 days in the office per week) Fixed salary Superb training opportunities (internal and external training, knowledge sharing) English classes International working environment Paid vacation (20 business days) Paid sick leaves Corporate psychologist Monthly corporate events Friendly and dynamic working environment Convenient office in the centre of Kyiv Department Center of Excellence Locations Kyiv Remote status Hybrid Seniority Level Middle, Middle-Senior About Vaimo Vaimo is one of the world’s most respected experts in digital commerce and customer experiences. As a full-service agency, we deliver consulting, design, development, support, and analytics services to brands, retailers, manufacturers, and organizations worldwide. As a company we are committed to building an inclusive and transparent workplace where people are valued fairly and given equal opportunities to grow. Throughout our recruitment process, we aim to provide clear communication, consistent evaluation practices, and transparency around career opportunities and compensation. Founded in 2008 Co-workers 650+