Office Manager

Quantum Systems  next-generation unmanned solutions across air, land, and sea. From advanced aerial drones to underwater and ground platforms, our systems combine cutting-edge hardware with AI-driven software for seamless control and real-time data insights. Trusted by defense, security, and public sector clients worldwide, we redefine mission versatility and performance.

Quantum-Systems is a strong supporter of Ukraine and has it’s local Ukrainian office since 2022.

This is a full-time office job. Candidates must be located in Kyiv.

What is your Day to Day Mission:

• Oversee daily office operations and ensure smooth workflows.

• Coordinate Admin, IT, and Safety teams to support relocations, new office launches, and infrastructure changes.

• Handle incidents such as IT issues, emergencies, or safety concerns.

• Ensure compliance with HSE and IT policies.

• Provide administrative support including calls, communications, and visitor services.

• Plan and manage business travel (tickets, hotels, transfers, documents).

• Manage relationships with 30+ suppliers, including tenders, contracts, and SLA monitoring.

• Prepare and control OPEX / CAPEX budgets, financial planning, and reporting.

• Lead office relocation, expansion, and optimization projects, liaising with landlords and contractors.

• Optimize office space usage and service costs.

What you bring to the team:

• Proven experience as an Office Manager or in a similar administrative/operations role.

• Strong organizational and multitasking skills.

• Excellent communication and problem-solving abilities.

• Experience coordinating cross-functional teams.

• Knowledge of vendor management, budgeting, and project management.

• Familiarity with HSE and IT compliance policies.

• Proficiency in MS Office and office management software.

• Upper-intermediate English (both written and spoken).

Why Quantum-Systems:

• We Stand with Ukraine!

• We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.

• We are industry pioneers who are ambitious, bold, and visionary.

• We push limits, think outside the box, and strive for technological excellence to shape the future of aerial data.

• We promise to be your runway for individual and professional growth.