Associate Facilities Coordinator (R5534)

Location
Kyiv

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

What you'll do:
- Greet and assist visitors, ensuring a positive and professional first impression.
- Manage emails and general inquiries, routing them as appropriate.
- Coordinate visitor access, badging, and check-in processes.
- Maintain front desk organization, cleanliness, and readiness at all times.
- Schedule meetings and manage conference room bookings.
- Support office operations, including mail distribution, deliveries, and office supply inventory.
- Coordinate with vendors and service providers as needed.
- Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.
- Assist with planning and execution of office events, meetings, executive visits, and team activities.
- Partner with Facilities, IT, Security, and Workplace teams to support daily office operations.
- Maintain accurate records and handle sensitive information with discretion.
- Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.
- Coordinate maintenance and repairs of office equipment with vendors when required.
- Oversee office cleaning services and ensure the workplace is maintained to the highest standards.
- Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.
- Maintain inventory and accountability of office equipment, company assets, and workplace supplies.
- Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.
- Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities.

Required qualifications:
- High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
- 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.
- Upper-Intermediate (B2) or higher English proficiency (written and spoken).
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace.
- Experience managing phones, calendars, and visitor coordination.
- Ability to multitask and prioritize in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Professional demeanor with a customer-service mindset.
- Reliable, punctual, and able to handle sensitive and confidential information.
- Ability to work independently, take ownership, and proactively solve day-to-day office issues.

Preferred qualifications:
- Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
- Experience in a corporate or high-growth blended manufacturing/office environment.
- Experience supporting facilities, office operations, or workplace services.
- Basic knowledge of access control systems and office security protocols.
- Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems).
- Experience coordinating vendors, deliveries, and events.
- Experience supporting meetings, trainings, executive visits, and corporate events.
- Experience managing office inventory and workplace assets.
- Strong problem-solving skills with the ability to work independently.
- Experience handling confidential or sensitive information in a professional environment.

Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.

Responsibilities

Greet and assist visitors, ensuring a positive and professional first impression; Manage emails and general inquiries, routing them as appropriate; Coordinate visitor access, badging, and check-in processes; Maintain front desk organization, cleanliness, and readiness at all times; Schedule meetings and manage conference room bookings; Support office operations, including mail distribution, deliveries, and office supply inventory; Coordinate with vendors and service providers as needed; Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services; Assist with planning and execution of office events, meetings, executive visits, and team activities; Partner with Facilities, IT, Security, and Workplace teams to support daily office operations; Maintain accurate records and handle sensitive information with discretion; Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational; Coordinate maintenance and repairs of office equipment with vendors when required; Oversee office cleaning services and ensure the workplace is maintained to the highest standards; Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations; Maintain inventory and accountability of office equipment, company assets, and workplace supplies; Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access; Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities

Requirements

High school diploma or equivalent; 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role; Upper-Intermediate (B2) or higher English proficiency (written and spoken); Strong verbal and written communication skills; Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace; Experience managing phones, calendars, and visitor coordination; Ability to multitask and prioritize in a fast-paced environment; Strong organizational skills and attention to detail; Professional demeanor with a customer-service mindset; Reliable, punctual, and able to handle sensitive and confidential information; Ability to work independently, take ownership, and proactively solve day-to-day office issues

Nice to have

Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field; Experience in a corporate or high-growth blended manufacturing/office environment; Experience supporting facilities, office operations, or workplace services; Basic knowledge of access control systems and office security protocols; Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems); Experience coordinating vendors, deliveries, and events; Experience supporting meetings, trainings, executive visits, and corporate events; Experience managing office inventory and workplace assets; Strong problem-solving skills with the ability to work independently; Experience handling confidential or sensitive information in a professional environment