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:
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Greet and assist visitors, ensuring a positive and professional first impression.
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Manage emails and general inquiries, routing them as appropriate.
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Coordinate visitor access, badging, and check-in processes.
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Maintain front desk organization, cleanliness, and readiness at all times.
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Schedule meetings and manage conference room bookings.
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Support office operations, including mail distribution, deliveries, and office supply inventory.
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Coordinate with vendors and service providers as needed.
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Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.
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Assist with planning and execution of office events, meetings, executive visits, and team activities.
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Partner with Facilities, IT, Security, and Workplace teams to support daily office operations.
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Maintain accurate records and handle sensitive information with discretion.
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Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.
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Coordinate maintenance and repairs of office equipment with vendors when required.
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Oversee office cleaning services and ensure the workplace is maintained to the highest standards.
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Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.
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Maintain inventory and accountability of office equipment, company assets, and workplace supplies.
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Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.
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Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities.
Required qualifications:
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High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
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1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.
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Upper-Intermediate (B2) or higher English proficiency (written and spoken).
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Strong verbal and written communication skills.
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Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace.
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Experience managing phones, calendars, and visitor coordination.
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Ability to multitask and prioritize in a fast-paced environment.
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Strong organizational skills and attention to detail.
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Professional demeanor with a customer-service mindset.
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Reliable, punctual, and able to handle sensitive and confidential information.
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Ability to work independently, take ownership, and proactively solve day-to-day office issues.
Preferred qualifications:
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Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
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Experience in a corporate or high-growth blended manufacturing/office environment.
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Experience supporting facilities, office operations, or workplace services.
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Basic knowledge of access control systems and office security protocols.
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Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems).
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Experience coordinating vendors, deliveries, and events.
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Experience supporting meetings, trainings, executive visits, and corporate events.
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Experience managing office inventory and workplace assets.
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Strong problem-solving skills with the ability to work independently.
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Experience handling confidential or sensitive information in a professional environment.
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Benefits
Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.