Associate Facilities Coordinator – Kyiv Office

About the role

The Associate Facilities Coordinator is the first point of contact for visitors, clients and employees at Shield AI’s Kyiv office, ensuring a professional and welcoming environment. You will manage front‑desk operations, support daily office activities and help maintain a smooth, well‑run workplace.

Key responsibilities

• Greet visitors, manage badge issuance and coordinate access control.
• Handle front‑desk communications, email routing and phone inquiries.
• Schedule meetings, manage conference‑room bookings and oversee mail and deliveries.
• Coordinate with vendors for cleaning, maintenance, internet, utilities and other services.
• Maintain office equipment, supplies and inventory, and arrange repairs when needed.
• Support onboarding/off‑boarding, executive visits, corporate events and team activities.

Required profile

• High school diploma (Associate’s or Bachelor’s degree preferred).
• 1+ year experience in front‑desk, receptionist, office coordination or facilities support.
• Upper‑Intermediate (B2) English proficiency, written and spoken.
• Strong verbal and written communication, professional demeanor and customer‑service mindset.
• Ability to multitask, prioritize and work independently in a fast‑paced environment.

Required skills

• Proficiency with Microsoft Outlook, Word and Excel.
• Experience using Google Workspace (Docs, Sheets, Gmail).
• Familiarity with scheduling tools and conference‑room booking systems.
• Basic knowledge of access‑control systems and office security protocols.