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Shield AI

Posted 1 month ago

Open

Associate Facilities Coordinator (R5534)

KyivOn-site

AI Summary

The Front Desk / Facilities Coordinator is the first point of contact for visitors and employees, managing front desk operations, visitor access, meeting scheduling, and day-to-day office and facilities support for the Kyiv office.

About this role

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

Job Description:

The Front Desk / Facilities Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, supporting day-to-day administrative and facilities needs, and ensuring the smooth operation of the Kyiv office.

What you'll do:

  • Greet and assist visitors, ensuring a positive and professional first impression.
  • Manage emails and general inquiries, routing them as appropriate.
  • Coordinate visitor access, badging, and check-in processes.
  • Maintain front desk organization, cleanliness, and readiness at all times.
  • Schedule meetings and manage conference room bookings.
  • Support office operations, including mail distribution, deliveries, and office supply inventory.
  • Coordinate with vendors and service providers as needed.
  • Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.
  • Assist with planning and execution of office events, meetings, executive visits, and team activities.
  • Partner with Facilities, IT, Security, and Workplace teams to support daily office operations.
  • Maintain accurate records and handle sensitive information with discretion.
  • Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.
  • Coordinate maintenance and repairs of office equipment with vendors when required.
  • Oversee office cleaning services and ensure the workplace is maintained to the highest standards.
  • Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.
  • Maintain inventory and accountability of office equipment, company assets, and workplace supplies.
  • Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.
  • Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities.

    • Required qualifications:

  • High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
  • 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.
  • Upper-Intermediate (B2) or higher English proficiency (written and spoken).
  • Strong verbal and written communication skills.
  • Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace.
  • Experience managing phones, calendars, and visitor coordination.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Strong organizational skills and attention to detail.
  • Professional demeanor with a customer-service mindset.
  • Reliable, punctual, and able to handle sensitive and confidential information.
  • Ability to work independently, take ownership, and proactively solve day-to-day office issues.

    • Preferred qualifications:

  • Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
  • Experience in a corporate or high-growth blended manufacturing/office environment.
  • Experience supporting facilities, office operations, or workplace services.
  • Basic knowledge of access control systems and office security protocols.
  • Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems).
  • Experience coordinating vendors, deliveries, and events.
  • Experience supporting meetings, trainings, executive visits, and corporate events.
  • Experience managing office inventory and workplace assets.
  • Strong problem-solving skills with the ability to work independently.
  • Experience handling confidential or sensitive information in a professional environment.

    • Skills

    Access Control SystemsBadgingCheck-in ProcessesCleaning Services OversightConference Room BookingExcelGoogle WorkspaceInventory ManagementMail DistributionMicrosoft OfficeOffice Equipment MaintenanceOffice Security ProtocolsOutlookVendor CoordinationWord

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