Operations & Office Coordinator

Job description

We are looking for a talent to join our partner's team. Panenco is a boutique product studio with ambitious entrepreneurs and established companies to build digital products and new ventures. Our team is a blend of engineers, designers, and strategists who value excellence, transparency, and a "get things done" mindset. We are looking for an experienced Operations & Office Coordinator to join Kyiv team. In this role, you will be the right hand to our Operations Manager. You will take ownership of our local operations in Kyiv with exposure to global processes and help us build a professional, structured, and inspiring working environment. This is not a purely administrative role. We are looking for someone who can bring structure, ownership, and energy to the way our company runs. You are a versatile operator. You will combine financial administration, HR operations, ISO 27001-related process management, and office management. Your work will help our team operate smoothly, stay compliant, and feel supported every day. Type of cooperation - Kyiv office, on-site 5 days/week Responsibilities The role is roughly divided as follows: 30% Financial administration You will support monthly operational and financial processes, including bookkeeping, invoicing and billing, AP & AR, payroll processing, financial reporting, auditing, stakeholder communication, vendor administration, and local administrative workflows 30% HR operations You will support employee lifecycle administration, payroll and compensation support, time and attendance management, internal policies administration and general HR process management for all of our teams. 20% ISMS & ISO27001 support You will help manage our Information Security Management System in line with ISO27001 requirements. This includes managing risk management, procedures, asset and access management, documentation, compliance checks, recurring security-related processes, and so much more. 20% Office management You will manage the day-to-day running of our Kyiv office (location to be defined), including supplies, equipment, local vendors, team events, workplace improvements, and the overall office atmosphere. Who You Are Experienced: You have a proven track record in operations, office management, or a similar all-round operational role (2+ years of experience). You know what "good" looks like and can implement it. Structured yet flexible: You are comfortable with the rigor of ISO standards and invoicing, but you can pivot quickly when a team event needs organizing or an urgent request comes in. Financially precise: You have experience with invoicing, double-entry bookkeeping, processing expenses, timesheets, or other finance-related administration. Hands-on problem solver: You are practical, resourceful, and not afraid to roll up your sleeves. Whether it’s fixing an office issue, coordinating a vendor, improving a process, or finding a workaround when something breaks, you take ownership and get things done. Culturally minded: You genuinely care about people. You understand that a great office "vibe" isn't accidental, but built through consistency, empathy, and initiative. Fluent in English: As you will work closely with the operations manager, excellent English communication skills (C1 level) are a must. (Dutch is not required). Local presence: You enjoy the energy of the team and are happy to be physically present in our Kyiv office 5 days per week, while staying flexible when circumstances require it. What We Offer A key role in a high-growth international venture studio. Close collaboration with leadership and the Belgian headquarters. The autonomy to shape your own processes and contribute to the firm’s operational strategy. A professional, no-nonsense culture where quality is the standard. The tools and support you need to succeed. By submitting your application, you acknowledge that IntellectEU processes your personal data for recruitment purposes based on pre-contractual steps and legitimate interests. Your data may be shared with authorized personnel and service providers, including BambooHR, and transferred internationally with appropriate safeguards. We retain applicant data for up to 24 months unless otherwise required by law or requested for earlier deletion. For more details, see our Privacy Policy .