De Novo is #1 Ukrainian national provider in the field of cloud services and corporate-class data centers. De Novo offers IaaS / BaaS / DRaaS, Kubernetes as a Service and a family of cloud services with GPU for AI/ML.

For more than 16 years, De Novo has been a technological leader in the cloud market: it invests, creates and develops new products in Ukraine for Ukrainians.

Job Description:

Work with Electronic Document Management, including:

• Receiving and processing documents in the Medoc and VCHASNO programs — approving incoming documents according to established procedures and subsequently registering them electronically, uploading documents for signature, receiving, and registering signed documents.
• Scanning, registering incoming/outgoing documents (letters, contracts, annexes, acts, etc.), and storing documents in an electronic archive.
• Processing and controlling payment requests with a specified set of counterparties according to the company's internal procedures.
• Organizing and controlling the "Contract Approval" procedure.
• Documenting business trips (preparing orders and travel certificates).

Work with physical documents, including:

• Distributing documents within the company according to their purpose.
• Drafting letters on behalf of managers and conducting official correspondence with counterparties.
• Preparing orders and directives based on the managers' instructions.
• Collaborating with agencies licensed for foreign language translation.
• Ensuring document flow with regular clients within contractual agreements (sending documents according to an established schedule).

Handling incoming requests from both counterparties and office employees, including:

• Receiving incoming phone calls, routing them according to approved protocols (receiving, forwarding, organizing conference calls).
• Advising counterparties on general matters both in person and over the phone.
• Receiving incoming emails and routing them when necessary.
• Receiving visitors (catering services).

Assisting managers and employees, including:

• Organizing meetings and appointments via MS Outlook, managing conference room reservations.
• Organizing business trips (booking tickets, taxis, hotels, and visas).
• Ordering taxis according to company regulations.
• Processing business card requests and overseeing their production.
• Performing other assigned tasks.

Managing support processes:

• Coordinating with postal and courier services.
• Ensuring office operations (ordering water, utensils, tea, coffee, etc.).
• Planning, organizing, and controlling work processes within the department.

Candidate Requirements:

• Higher education, preferably in Law, Economics, or Records Management.
• Preferably, at least one year of work experience in a similar role according to the job description.
• Punctuality, accuracy, self-organization, communication skills, responsibility, stress resistance, tact, diligence, a positive attitude towards life, literacy, attentiveness, and a willingness to learn.

Professional Competencies:

• Effective time management.
• Ability to draft documents describing business processes that others can use.
• Well-developed speech and communication skills.
• Knowledge of business etiquette, official communication, and correspondence rules.
• Fluent and competent use of the Ukrainian language.
• Ability to analyze information.
• Confident MS Office user (Outlook, Word, Excel), with experience working with documents in "Review" mode.
• Proficiency in Outlook (meeting organization, contact database creation, etc.).
• Experience with electronic document management.
• Proficiency in office equipment (fax, scanner, copier, printer, laminator, office PBX).
• Ability to prioritize functional responsibilities.
• Positive interpersonal communication skills and ability to work in a team.
• Willingness to work remotely.
• Knowledge of English will be an advantage.

Work Conditions:

• Working hours: 09:00 to 17:00, five-day workweek (Saturday and Sunday off).
• Direct reporting to the company's Executive Director.
• Official employment from the first day of work with a competitive salary.
• Medical insurance (after passing the probationary period).
• Paid vacation.
• Corporate laptop with remote work capability if needed and approved by management.
• Bomb shelter availability.
• Uninterrupted power supply (diesel generators).
• Corporate mobile communication within set limits.
• Use of company transport for work-related purposes.

We understand the importance of personal data protection and would like to draw your attention to the fact that responding to this vacancy is a confirmation of your voluntary consent to the processing of personal data of De Novo LLC specified in your resume and additional data required to receive a response to this vacancy.