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 Associate 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+ 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. 