About the Position

Office Administrator

Location: Kyiv, Ukraine

Department: Assistant and Operations

About the Vacancy

FRACTAL Hub is a network of modern coworking spaces and event venues created within the FRACTAL ecosystem. We are opening our first location in Kyiv, with plans to expand to Cherkasy, Kharkiv, and Odesa.

Our spaces are primarily used by FRACTAL's internal teams but are also available to startups and B2B teams.

We create more than just offices-we form an environment where:

Ideas and products are born;
Entrepreneurial culture develops;
Businesses grow through support, analytics, and a systematic approach.

FRACTAL Hub is part of our larger mission: "To transition from the third world to the first-economically and mentally."

Responsibilities

We are looking for a Hybrid Office Administrator-a person who can create a comfortable space, maintain order, and ensure excellent client experience 💙

You will help create a comfortable atmosphere in the coworking space and provide quality service to residents and guests of the space.

If you are passionate about client service, attentive to detail, and can create a comfortable atmosphere for people-we are waiting for your resume ✨

Why This is a Great Opportunity?

Diverse tasks that allow you to combine administrative work, communication with people, and service development.
The opportunity to create a space that people want to return to every day-comfortable, caring, and well-organized.
Influence on the quality of service and client experience of residents and guests of the space.
Work in an environment that values initiative, attention to detail, and healthy communication.
The opportunity to develop skills in customer care, office management, event organization, and service administration.
A team that values proactivity, systematic thinking, and a desire to improve processes 😊

Requirements

📌 We will definitely find a common language if you believe:

A smile is the best start to any communication.
You enjoy helping people and finding solutions to their requests.
Comfort and order in the space are a natural part of caring for the people around you.
You approach work with the principle of "doing it for yourself"-carefully, responsibly, and with attention to detail.
You can calmly and accessibly explain things: to a resident who is booking a meeting room for the first time, and to a colleague who "accidentally pressed something."
Communication, systematic thinking, and attentiveness are as important to you as coffee in the morning.
You can work on multiple tasks simultaneously and prioritize them.

Your Hard Skills:

Email correspondence with suppliers and contractors.
Friendly reminders in the team chat to eat the sandwich from the day before yesterday.
Quality control of contractor services and office purchases.
Work with primary documentation (invoices, acts, delivery notes).
Work with CRM, ERP, or reservation systems.
Basic technical literacy and willingness to work with internal office services and equipment.

Will Be a Plus:

Experience in coworking spaces, hospitality (HoReCa), fitness centers, or private medical facilities.

Key Responsibilities

Maintaining the Comfort of the Coworking Space:

Work with the coworking management system and reservation system.
Provide user access and assist with booking meeting rooms and event spaces.
Keep internal instructions and services for residents up to date.

Coordinating the Work of the Space:

Interact with contractors (cleaning, plants, water, coffee, and other suppliers).
Cooperate with the managing company of the business center.
Monitor the availability of necessary resources and the quality of service.
Participate in improving the space and internal processes.

Working with Documents and Payments:

Track booking requests.
Generate invoices and monitor the payment process.
Maintain contractual and supporting documentation.

Caring for Residents and Guests:

Greet guests and introduce them to the space.
Assist in resolving current requests from residents.
Collect feedback on the service.
Maintain a comfortable atmosphere in the coworking space.

Assisting with Event Organization:

Communicate regarding the reservation of event space.
Assist in organizing events.
Monitor the readiness of the space before and after events.
Optionally, contribute to creating content for social media 😊

What We Offer

Flexible shift schedule within 09:00–21:00 from Monday to Saturday. On average-3–4 working days per week for 12 hours.
Office work (Kyiv). The office is autonomous in case of power outages.
Paid vacation-18 working days, 8 paid sick days per year without certificates, and 11 public holidays.
50% compensation for professional training: courses, trainings, webinars, etc.
Additional paid days off provided in certain life circumstances.
Transparent Sabbatical policy (extended leave for 1-3 months).
Opportunity for training and development: experience and support from our employees, professional adaptation assistance under mentorship throughout the probationary period.
Internal corporate discounts on food orders, entertainment, household services, technology, training, books, health, sports, and financial services.
Quick decision-making and idea testing-absence of unnecessary bureaucracy and micromanagement.
Professional events and chats for experience sharing within the group of companies.
Team events to support each other even in difficult times.
Clear position and concrete actions towards achieving Victory. Since the start of the full-scale invasion, we have allocated over $4,000,000 for military and humanitarian purposes. And we consider one of the most significant advantages to be working in a company where you are heard and listened to, and the management and team are open to dialogue and suggestions 😉

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Contact

You will be contacted by:

Yana, Outbound Recruiter

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Office administrator

Job Description, Responsibilities & Requirements