Office & Operations Manager

Job description

ROLE HIGHLIGHTS: - Office & Operations Manager - Location: Kyiv, Ukraine - Department: Operations - Reports to: Subsidiary CEO - Employment type: Permanent - Workplace model: Office - Employment is subject to applicable security screening (incl. SUPO, where required) WHY THIS ROLE MATTERS: You will be the on-the-ground leader responsible for managing all daily operations across facilities, finance coordination, HR support, vendor management, and other administrative activities. This is a build-mode role that requires an experienced, autonomous leader who can ensure the foundation is set for our fast-growing local team and act as the operational anchor for the subsidiary. WHO WE ARE ICEYE is the world leader in sovereign intelligence from space. We deliver persistent monitoring capabilities to detect and respond to changes in any location on Earth. ICEYE owns the world’s largest and most advanced SAR (synthetic aperture radar) satellite constellation. To our customers we provide intelligence with unmatched quality, latency and revisit times, in any weather, day or night. To governments who choose to operate their own constellation we provide this proven capability as a sovereign system. ICEYE-built constellations serve customers in defence and intelligence, environmental monitoring, insurance and emergency management. We enable fast decisions that contribute to a safer future. Founded and headquartered in Finland, ICEYE operates globally with over 1000 employees across Europe, North America, the Middle East, and Asia-Pacific. YOUR DAY-TO-DAY RESPONSIBILITIES Strategic & Project Responsibilities - Own and lead the end-to-end office relocation and fit-out project, ensuring timely delivery and minimal disruption. - Develop and execute scaling strategies for facilities, operations, and services to support planned headcount growth. - Manage and lead strategic vendor selection and contractual negotiations for key facilities and operational services. - Drive operational efficiency across local functions, implementing processes, controls, and performance tracking to support cross-departmental coordination and subsidiary-level objectives. Office & Facility Management - Ensure the smooth daily operations of the Kyiv office, including maintenance (printers, furniture, etc.), cleanliness, and a welcoming working environment. - Plan, coordinate, and oversee office improvement works and upgrades (structures, HVAC, IT/security infrastructure, etc.). - Lead workplace health and safety compliance, including risk assessments, emergency preparedness, preventive initiatives, access controls, key management, and relevant regulatory requirements. - Manage the procurement and stock of office supplies, groceries, cleaning materials, and IT equipment. - Act as primary initial interface to security and marketing - Oversee waste management, recycling, storage of office supplies, internal sorting and pickups, including occasional IP waste pickups and procedure. Vendor & Supplier Relations - Serve as the primary point of contact for local suppliers and service vendors. This includes indirect sourcing in agreement with the main team in Espoo. - Coordinate supplier visits and works, ensuring minimal disruption to office operations. - Source and onboard new local vendors when needed, maintaining an up-to-date supplier database including evaluations. - Organise quotes, support budget reviews, and manage vendor contracts for the Kyiv office. Administrative & Compliance - Support local compliance and registration processes with relevant Ukrainian authorities and institutions. - Manage administrative tasks related to facilities, including contracts, and regulatory documentation. - Support local financial operations including invoice and payment management, expense tracking, budget coordination, and liaison with the central finance team. - Provide occasional support to logistics and supply chain functions as needed. Employee & Office Life - Organise internal events and activities that contribute to a positive, inclusive office culture. - Coordinate the collection, delivery, and tracking of company equipment (laptops, phones, access cards, etc.). - Support local HR operational processes including onboarding logistics, employee documentation, policy implementation, and internship coordination, in partnership with the central HR team. - Continuously identify and implement improvements to the workspace and office experience. - Support sustainability efforts by providing relevant facilities data as requested. WHAT WE’RE LOOKING FOR MUST HAVES: - 5-8 years of proven experience in an Operations or Office & Facilities Management role. - Proven experience leading a full office relocation, fit-out, or significant office scaling project end-to-end, demonstrating full ownership without frequent escalation. - Experience operating across multiple operational domains (facilities, finance coordination, HR support, security, procurement) with the maturity to act as the operational anchor for a local entity. - Strong organisational skills with a keen eye for detail and the ability to manage multiple priorities simultaneously. - Experience managing vendor and supplier relationships, including contract and budget oversight. - Proactive, resourceful problem-solver who takes ownership and follows through. - Excellent verbal and written communication skills in English. - Comfortable working independently and making day-to-day decisions in a fast-paced environment. Nice to haves: - Experience working in a technology, or scale-up environment. - Familiarity with Ukrainian workplace safety and facilities compliance requirements. - Layout planning, interior design, CAD applications (planning tools), sourcing experience (buyer). - Experience supporting internal events coordination or employee experience programmes. - Prior experience as an Executive Assistant. - Basic understanding of sustainability practices in a facilities context. APPLICATION PROCESS - TA screen – intro call with Talent Acquisition to discuss the role and your background. - Facilities interview – focused conversation with our Global Office Managers on operations experience and approach. - Hiring Manager interview – interview with the Ukraine's Hiring Manager. - Peer alignment – final conversation with fellow Office Managers from other ICEYE locations. WORKING AT ICEYE At ICEYE, you’ll join a diverse and highly engaged team united by the ambition to make the impossible possible. As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. Your growth, wellbeing, and success are a priority, with continuous professional development, training opportunities, and a culture where collaboration is how we win. HOW WE WORK (OUR VALUES) Make the impossible possible: We set ambitious goals and stay calm under pressure. We bring grit, optimism, and ownership when things get hard, and we keep moving until we find a way. - Be curious: Go deep, ask questions, listen carefully, and think critically. Understand the “why” behind decisions. - See the big picture: Stay close to what’s happening across the company so you can make better decisions. Consider how your work affects others. - Drive effective teamwork: Create psychological safety, invite different perspectives, and build inclusive teams. There are no bad questions. - Act as one team: We win together. We match tasks to the right owner and stay agile as priorities shift. - Have fun: What we do matters—and it should be enjoyable. Celebrate progress, take pride in results, and share the wins. BENEFITS Our benefits are designed to support your health and wellbeing, at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process. OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION We want ICEYE to be a place where people can be themselves and do great work. Different backgrounds and perspectives make us stronger, which is why we work to create an environment where people feel included, respected, and able to speak up. Whatever your background, we want you to bring your authentic self to the table. We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help. Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com http://iceye.com.