People Operations Coordinator Offline

POSITION OVERVIEW

People Operations Coordinator is responsible for supporting and organizing remote workplace logistics, onboarding, engagement activities, and ensuring smooth people-related processes. This role involves managing equipment procurement, business travel arrangements, and celebration activities while ensuring a positive experience for all team members. The role is opening in the Human Resources Department, which consists of a VP, Recruitment Team (5 people), HR Team (2 people), CSR manager, and Personal Assistant. 

Currently, we are looking for a specialist who is based in Kyiv city.

YOUR BACKGROUND

• Previous experience in an administrative, office management, people operations role (2 years - can be a mixture of roles).
• Experience with travel coordination is a must.
• Strong organizational abilities: ability to manage multiple requests and produce qualitative and timely results.
• Strong communication skills: ability to negotiate the best solution with different stakeholders.
• Problem-solving ability: capable of analyzing and researching information, drawing conclusions, and testing assumptions before seeking help.
• English level - B2

Skills that will be a plus:

• Experience with Canva, Figma, Jira, Confluence will be a plus.

RESPONSIBILITIES

1. Remote workplace organizing: 

- Ensure timely procurement and distribution of necessary equipment for team members, including new purchases when required. 

- Maintain an up-to-date inventory of company-managed devices, tracking their lifecycle from procurement to decommissioning. 

- Monitor and manage device warranties and service contracts. 

- Organize repairs and maintenance of company equipment and supplies. 

- Ensure onboarding & offboarding shipments are completed on time. 

2. Engagement & Celebrations: 

- Organize production and delivery of gifts for company events and special occasions. 

- Timely create and send the new hires welcome messages. 

- Manage the timely delivery of birthday and personal gifts as requested. 

- Take part in organization of company remote engagement activities (e.g. interest clubs, challenges). 

3. Business Travel Management: 

- Arrange transportation and accommodation for business trips (flights, hotels, local transfers). 

- Develop and communicate detailed travel itineraries to team members. -Ensure necessary travel documents (visas, passports, insurance) are obtained. 

- Act as a primary point of contact for travelers and provide support in case of unexpected changes. 

- Gather feedback from travelers to improve future arrangements. 

- Manage travel expenses, ensuring compliance with company policies. 

4. Budgeting & Expense Management: 

- Prepare budgets for administrative expenses and upcoming business trips. - Collaborate with finance and HR teams to ensure financial planning aligns with company needs. 

5. Learning & Development Support: 

- Assist HR in planning, scheduling, and coordinating training programs, workshops, and webinars. 

- Maintain a calendar of company events and manage training documentation. 

- Conduct surveys before and after the events to gather metrics. 

6. Administrative & Operational Support: 

- Coordinate logistics such as postal services. 

- Coordinate the warehouse (lease agreements, payments, expenses).