Operations & Office Coordinator

We are looking for a talent to join our partners team. Panenco is a boutique product studiowith 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 experiencedOperations & Office Coordinator to join Kyiv 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 its 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 isnt 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 firms operational strategy.
• A professional no-nonsense culture where quality is the standard.
• The tools and support you need to succeed.
  

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Required Experience:

IC