{"id":3608962,"url":"https://alion.io/job/n-ix-middle-office-manager","title":"Middle Office Manager","company":{"id":13248,"name":"N-iX","domain":"n-ix.com","url":"https://alion.io/company/n-ix","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"services","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"A","score":88,"open_postings":17,"ghost_share":0,"stale_share":0.471,"repost_share":0,"time_to_fill_p50_days":35,"computed_at":"2026-11-08T05:47:12Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Ukraine"],"countries":["UA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Jira","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-02T12:42:24Z","employer_posted_date":"2026-11-02","last_verified_at":"2026-11-08T23:37:04Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"We are looking for an organized, proactive, and service-oriented Office Manager to ensure the smooth day-to-day operation of our office. In this role, you will be responsible for coordinating general office services, managing administrative processes, welcoming visitors, supporting office events, and maintaining a comfortable and well-organized working environment.\nThe ideal candidate is detail-oriented, communicative, and able to manage multiple tasks efficiently while maintaining a positive attitude and a high level of service.\nKey Responsibilities\n1. Office Administration & General Services\nCoordinate daily office operations and ensure the smooth delivery of administrative services.\n\nManage office supply inventory, place orders, and coordinate the purchasing and delivery of goods and services in accordance with internal procedures.\n\nHandle office-related requests in Jira, ensuring timely follow-up and resolution.\n\nCoordinate with contractors, suppliers, and building management on office maintenance and operational matters.\n\nMonitor office facilities, identify potential issues, and coordinate their resolution.\n\nKeep office storage areas and supplies organized and properly maintained.\n\n2. Visitor Management & Event Support\nCoordinate business visits, including transportation, accommodation, catering, and meeting room arrangements.\n\nEnsure meeting rooms and conference facilities are properly prepared for visitors and business meetings.\n\nMaintain an inventory of visitor gifts and related materials.\n\nHandle special visitor requests and escalate non-standard or high-priority situations when necessary.\n\nSupport the organization and coordination of internal office events.\n\n3. Reception & Front Desk Operations\nManage incoming and outgoing mail, courier services, and ensure timely delivery of documents and packages.\n\nHandle supplier documentation, payment-related requests, and administrative escalations.\n\nOversee reception area operations, including incoming calls, visitor assistance, information services, and lost-and-found procedures.\n\nConduct regular office checks to ensure the reception and common areas are maintained appropriately.\n\n4. Office Setup & Facilities Coordination\nSupport office opening and closing procedures.\n\nAssist with office relocation, reorganization, and workspace setup.\n\nCoordinate the establishment and maintenance of office services and reception areas.\n\n5. Administrative Reporting & Operational Support\nMaintain records of administrative expenses and petty cash transactions.\n\nPrepare expense reports and regular or ad hoc administrative reports.\n\nMaintain and update office administration databases and documentation.\n\nIdentify opportunities to improve administrative processes, procedures, and office services.\n\nReport operational issues and relevant updates to the Head of Administrative Services Sub-Unit.\n\nProvide administrative and operational support to other departments when required.\n\nRequirements\nAt least 1 year of relevant experience in office administration, office management, reception, or a similar role.\n\nEnglish proficiency at B2 level or higher.\n\nStrong attention to detail and accuracy.\n\nExcellent verbal and written communication skills.\n\nStrong collaboration and interpersonal skills.\n\nGood customer service and client relationship management skills.\n\nAbility to multitask, prioritize tasks, and work effectively under pressure.\n\nPositive, proactive, and flexible attitude, with a willingness to support colleagues and take ownership of tasks.\n\nCreative approach to problem-solving and interest in improving the office environment.\n\nStrong knowledge of MS Office (Excel, Word, Outlook, PowerPoint).\n\nWe offer*:\nFlexible working format - remote, office-based or flexible\nA competitive salary and good compensation package\nPersonalized career growth\nProfessional development tools (mentorship program, tech talks and trainings, centers of excellence, and more)\nActive tech communities with regular knowledge sharing\nEducation reimbursement\nMemorable anniversary presents\nCorporate events and team buildings\nOther location-specific benefits\n*not applicable for freelancers","description_format":"text","description_chars":4153,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":["Flexible schedule","Professional development"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":true,"industries":["IT Consulting & Digital Transformation","IT Outsourcing & Dedicated Teams","Custom Software Development","AI Consulting & Integration"],"lifecycle":[{"event":"open","at":"2026-11-02T13:03:54Z"}],"visa":[],"liveness":{"score":99,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.993,"p_room":1,"age_days":5,"expected_fill_days":35,"reasons":["conf:2","urgency","velocity","win:early","comp:brand"],"computed_at":"2026-11-08T05:47:12Z"},"pay":null,"html_url":"https://alion.io/job/n-ix-middle-office-manager","json_url":"https://alion.io/job/n-ix-middle-office-manager.json","meta":{"generated_at":"2026-11-09T00:43:07Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":1554,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-10T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":13248},"rest":"https://alion.io/mcp/rest/get_company?id=13248"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fn-ix-middle-office-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fn-ix-middle-office-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fn-ix-middle-office-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/n-ix-middle-office-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fn-ix-middle-office-manager"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3608962}},{"tool":"search_jobs","arguments":{"company":"n-ix.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3608962},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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