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.

Unfortunately, this position has already been filled, but you can send us your resume for future consideration. 

Office manager, Kyiv

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.

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