Office Manager

Quantum Systems next-generation unmanned solutions across air, land, and sea. From advanced aerial drones to underwater and ground platforms, our systems combine cutting-edge hardware with AI-driven software for seamless control and real-time data insights. Trusted by defense, security, and public sector clients worldwide, we redefine mission versatility and performance.

Quantum-Systems is a strong supporter of Ukraine and has it’s local Ukrainian office since 2022.

The role is based in Kyiv, and we expect you to work full-time in the office.

Key Responsibilities

• Oversee daily office operations and ensure smooth workflows.
• Coordinate Admin, IT, and Safety teams to support relocations, new office launches, and infrastructure changes.
• Handle incidents such as IT issues, emergencies, or safety concerns.
• Ensure compliance with HSE and IT policies.
• Provide administrative support including calls, communications, and visitor services.
• Plan and manage business travel (tickets, hotels, transfers, documents).
• Manage relationships with 30+ suppliers, including tenders, contracts, and SLA monitoring.
• Prepare and control OPEX / CAPEX budgets, financial planning, and reporting.
• Lead office relocation, expansion, and optimization projects, liaising with landlords and contractors.
• Optimize office space usage and service costs.

Requirements

• Proven experience as an Office Manager or in a similar administrative/operations role.
• Strong organizational and multitasking skills.
• Excellent communication and problem-solving abilities.
• Experience coordinating cross-functional teams.
• Knowledge of vendor management, budgeting, and project management.
• Familiarity with HSE and IT compliance policies.
• Proficiency in MS Office and office management software.
• Upper-intermediate English (both written and spoken).