Administrative Manager


Get to Know Us

iDeals is a global B2B SaaS product company recognized as the most highly rated and customer-centric in a secure business collaboration market. Trusted by more than 1,000,000 users from 175,000 companies globally, we are on a mission to create more prosperity in the world by accelerating high-stake business decisions. We achieve this by delivering extremely intuitive and robust software products that help people make impactful decisions with less stress, higher quality, and shorter hours:

iDeals Virtual Data Room: A web-based cloud platform used by companies in a wide range of industries to ensure secure confidential document sharing for online due diligence, fundraising transactions, corporate reporting, licensing, clinical trials, and other business goals.

iDeals Board: A cloud platform with web and mobile applications used by board members, CEOs, executives, and corporate secretaries, to streamline governance and improve high-stake decisions in a fast, secure, and compliant way.

The Role

We are looking for an experienced Administrative Manager who will proactively oversee our facilities across multiple locations. The goal is to ensure that iDeals’ workspaces are engaging and inspire high productivity. 

As an Administrative Manager, you will be in charge of budgeting, procurement for the offices, negotiations with landlords and vendors, events and celebrations planning, as well as ensuring facilities resiliency. In this position, you will work closely with various departments, including Finance, Tax, and internal IT. You will report directly to the Director of People Operations.

We’re looking for someone based in Kyiv, Ukraine. 

What You Will Do

  • Manage everything related to the workspaces in Ukraine (Kyiv, Lviv)
  • Ensure the in-office atmosphere is warm and welcoming
  • Plan and execute procurement for the facilities (mainly in Kyiv)
  • Help execute business continuity plan and enhance workspace resiliency in Ukraine
  • Oversee lease and liability insurance agreements in 10+ locations
  • Take part in negotiations with the landlords and vendors
  • Coordinate wellness provider in Ukraine (health insurance and wellbeing webinars)
  • Plan and order swag, gifts (bi-annual iDeals Boxes, certificates for various occasions)
  • Organize events like Pizza Friday, going-out parties, or other corporate events
  • Supervise two cleaning ladies in Kyiv
  • Welcome guests and newcomers in Kyiv
  • Manage our inventory and storage in Kyiv 
  • Handle travel arrangements when needed
  • What We Look For

  • 3+ years of experience in a similar role, preferably in IT companies
  • Experience in administrating offices of 300+ square meters
  • Strong business communication skills in Ukrainian and English (B2.2)
  • Empathy balanced with a practical mindset
  • Resourcefulness and proactivity to drive administrative processes
  • Genuine care for employee experience and the high quality of work you do
  • Ability to be a level-headed leader when responding to an emergency
  • Background in budgeting and procurement
  • Event and project management skills 
  • What We Offer

    We highly value our people, so we will provide you with all the resources and support you need to succeed.

    For your work

  • Remote-first model with teams distributed globally 
  • Home office set up budget 
  • High-end laptop, monitor and any additional IT equipment needed
  • Reimbursement of co-working space expenses
  • For your well-being

  • Medical insurance with flexible coverage
  • Compensation for sports, yoga, mental, and other health and wellness-related activities
  • Reimbursement of participation in sports competitions
  • •  20 business days of paid time off per year
  • •  Unlimited health-related time-off
  • For your growth

  • Individual Development Plan based on your career interests 
  • Unlimited budget for learning and development activities
  • Professional and self-development books and subscriptions compensation
  • Sponsorship of conferences and meetups attendance
  • iDeals’ support of your passion as a speaker or writer
  • Internal growth and internal mobility policies
  • Extra perks

  • Inspirational and team-building events
  • Monthly Pizza Fridays at global office locations
  • Generous internal referral program
  • iDeals Surprise Boxes
  • Our Culture

    Commitment, Excellence, Collaboration, Trust and Care are core values to the iDeals team. For us, these are the principles that every iDealer lives and breathes. We are on the lookout for like-minded individuals who share our values. By doing so, we are able to create a team where talents feel at ease and are able to work to the best of their abilities.

    Commitment and Excellence inspire us to set the bar high, achieve the most ambitious goals and push the limits further. Our diversity and different perspectives are the foundation of our success. Collaboration and Trust ensure that everyone has access to all the information, proactively shares thoughts, and leverages the teammates’ diverse opinions, experiences, and backgrounds. Both values help us to solve the most challenging problems. Care drives us to create a positive work environment and make everyone feel valued. We also stand for iDealers’ physical, mental, financial, and personal well-being and encourage a healthy lifestyle and active living.

    iDealers work in a remote-first model, meaning we collaborate from anywhere – either home, cafe, co-working space, or one of our offices. Some roles may have specific location-based requirements, including in-office and client interactions. Despite being located across the globe, we stay connected through the latest tools and technologies, ensuring that everyone on our team feels surrounded by teammates and engaged with our common goals.

    iDeals is an equal opportunity employer

    iDeals is made up of people from a wide variety of backgrounds and lifestyles. We embrace diversity and invite applications from people from all walks of life. We don’t discriminate against employees or applicants based on gender identity or expression, sexual orientation, race, religion, age, national origin, citizenship.