Office & Operations Manager

About the Position

Our client is a Danish company that manufactures high-tech sports prosthetic feet for athletes, veterans, and active users worldwide. The company’s work in Ukraine is an important mission aimed at restoring people’s mobility and independence.

We are looking for a structured, practical, and responsible Office & Operations Manager to own the company’s key operational processes in Ukraine.

The main focus of the role is finance, contracts, compliance, orders, logistics, and inventory. You will ensure that processes are properly organized, coordinate external specialists, and follow all operational matters through from start to finish.

Responsibilities

• Operational support for the Ukrainian team: Act as the main coordination point for administrative and operational matters across Sales, Clinical, Marketing, and Management - from initial request through to full completion.
• Coordination with the team and external partners: Ensure effective coordination between the Ukrainian team, the company’s headquarters in Denmark, and external specialists, including accountants, lawyers, banks, customs brokers, carriers, and suppliers.
• Financial administration: Manage invoices, receipts, expenses, payments, reimbursements, and contractor payments; calculate payroll for employees on fixed salaries; maintain basic financial records and prepare data for Danish accountants.
• Contracts and documentation: Coordinate the preparation and execution of contracts with clients, clinics, suppliers, contractors, and partners; monitor documentation, signatures, and current contract statuses.
• Orders and logistics: Manage customer orders from confirmation through delivery and payment; coordinate shipments, imports/exports, customs clearance, courier services, returns, and warranty shipments; prepare the required supporting documentation.
• Product and demo unit tracking: Maintain an up-to-date tracking system for products and samples/demo units, including serial numbers, locations, and movements.
• Office and internal administration: Ensure the day-to-day operational functioning of the Kyiv office, coordinate technical support and the procurement of office supplies, provide onboarding support when needed, and maintain corporate documentation.
• Processes and operational efficiency: Establish and maintain simple, clear, and reliable processes across administration, procurement, finance, contracts, record-keeping, and logistics.
• Development of the Ukrainian structure: In the future, contribute to the establishment and administration of the company’s NGO in Ukraine, including responsibility for administrative processes and compliance or coordination of an external agency.

Requirements

• Experience in operations / administration, finance administration, contract administration, logistics, or procurement
• Hands-on experience with financial documentation and payments
• Experience with contracts and document flow
• Experience coordinating accountants, lawyers, banks, and suppliers
• Understanding of Ukrainian business documentation and administrative processes
• Basic understanding of logistics and supply; experience with physical goods and stock management
• Confident work with documents and spreadsheets
• Ability to manage several processes at once with strong attention to detail
• Ownership: You organize your work independently and follow tasks through to completion
• Fluent Ukrainian and English B2+ (Upper-Intermediate) - Regular communication with the Country Director and HQ in Denmark

We Offer

• A role with direct impact - You become the operational backbone of the Ukraine team
• An international team and direct communication with HQ in Denmark
• A socially meaningful mission for veterans and people who have lost limbs
• Competitive salary based on experience
• Full-time, Mon-Fri, 9:00-18:00
• Paid vacation in accordance with Ukrainian legislation
• Veterans are welcome

About the Company

Our client is a Danish company that manufactures high-tech sports prosthetic feet for athletes, veterans, and active users worldwide. The company’s work in Ukraine is an important mission aimed at restoring people’s mobility and independence.