Ark Robotics is building infrastructure for mass robotics. We are growing our team and strengthening our Kyiv office operations to support fast, reliable execution across the company.
We are looking for an Office & Administrative Manager to take ownership of daily administrative and office management processes in our Kyiv office.
This role is important for keeping document flow, correspondence, office supplies, business trips, and employee administrative support organized and running smoothly. You will help reduce administrative load from other team members and make sure the office has clear ownership of day-to-day processes.
What you’ll do
Own daily administrative and office management processes in the Kyiv office.
Organize and maintain document flow, including registration, tracking, archiving, and proper storage of documents.
Maintain document registers, journals, and other administrative records.
Manage incoming and outgoing correspondence, including registration, distribution, tracking, and archiving.
Coordinate business trips: search for accommodation, book tickets, prepare travel-related information, and support employees during travel planning.
Prepare and submit purchase requests for office supplies, stationery, water, milk, tea, coffee, and other office-related needs.
Coordinate office supplies and ensure timely replenishment of necessary goods.
Communicate with vendors, service providers, couriers, and other external parties related to office needs.
Maintain order and structure in administrative files, documents, and internal records.
Support employees with administrative requests and ensure timely response to office-related needs.
What we’re looking for
Experience in office management, administration, document management, assistant, coordinator, or a similar administrative role.
Strong skills in document registration, tracking, archiving, and maintaining administrative records.
Experience with correspondence management, including incoming and outgoing documents.
Experience organizing business trips, including accommodation, tickets, and related logistics.
Ability to prepare purchase requests and coordinate basic office procurement needs.
Strong organizational skills, attention to detail, accuracy, and responsibility.
Ability to work with multiple administrative tasks in parallel and meet deadlines.
Confident PC user: Google Workspace / Microsoft Office, Excel / Google Sheets, email, calendars, and document folders.
Intermediate English or higher.
Readiness to work from the Kyiv office full-time, Monday—Friday, 09:00–18:00.
Nice to have
Experience in a fast-growing company or production / technology / international environment.
Experience working with internal approval processes for purchases, invoices, documents, or business trips.
Experience with basic vendor coordination.
Experience maintaining administrative policies, templates, registers, or internal instructions.
Strong written communication skills in Ukrainian and English.
Experience supporting office onboarding, visitors, meetings, or internal events.
Success in this role looks like
Document flow is properly organized: documents are registered, tracked, archived, and easy to find.
Document registers and administrative journals are accurate, complete, and up to date.
Business trips are organized on time, with accommodation, tickets, and required information prepared properly.
Office supplies and office needs are ordered on time and without disruptions.
Incoming and outgoing correspondence is processed, tracked, and archived correctly.
Employees receive timely administrative support.
The Kyiv office operates smoothly, with clear ownership of daily administrative processes.
Administrative tasks are handled independently, accurately, and within agreed deadlines.
How to apply
Please send your CV and a short note about your relevant administrative or office management experience to talent@ark-robotics.com
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