Associate Facilities Coordinator (R5534)

<div><span data-contrast="auto">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&nbsp;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&nbsp;</span><a rel="noreferrer noopener" href="https://shield.ai/"><span data-ccp-charstyle="Hyperlink">www.shield.ai</span></a><span data-contrast="auto">. Follow Shield AI on&nbsp;</span><a rel="noreferrer noopener" href="https://www.linkedin.com/company/shield-ai"><span data-ccp-charstyle="Hyperlink">LinkedIn</span></a><span data-contrast="auto">,&nbsp;</span><a rel="noreferrer noopener" href="https://x.com/shieldaitech"><span data-ccp-charstyle="Hyperlink">X</span></a><span data-contrast="auto">,&nbsp;</span><a rel="noreferrer noopener" href="https://www.instagram.com/shield_ai"><span data-ccp-charstyle="Hyperlink">Instagram</span></a><span data-contrast="auto">, and&nbsp;</span><a rel="noreferrer noopener" href="https://www.youtube.com/@Shield_AI"><span data-ccp-charstyle="Hyperlink">YouTube</span></a><span data-contrast="auto">.</span><span data-ccp-props="{&quot;335559685&quot;:720}">&nbsp;</span></div><div><br></div><h3>Job Description:</h3> <div>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.</div><h3>What you'll do:</h3> <li>Greet and assist visitors, ensuring a positive and professional first impression.</li> <li>Manage emails and general inquiries, routing them as appropriate.</li> <li>Coordinate visitor access, badging, and check-in processes.</li> <li>Maintain front desk organization, cleanliness, and readiness at all times.</li> <li>Schedule meetings and manage conference room bookings.</li> <li>Support office operations, including mail distribution, deliveries, and office supply inventory.&nbsp;</li> <li>Coordinate with vendors and service providers as needed.</li> <li>Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.</li> <li>Assist with planning and execution of office events, meetings, executive visits, and team activities.</li> <li>Partner with Facilities, IT, Security, and Workplace teams to support daily office operations.&nbsp;</li> <li>Maintain accurate records and handle sensitive information with discretion.</li> <li>Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.</li> <li>Coordinate maintenance and repairs of office equipment with vendors when required.&nbsp;</li> <li>Oversee office cleaning services and ensure the workplace is maintained to the highest standards.</li> <li>Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.</li> <li>Maintain inventory and accountability of office equipment, company assets, and workplace supplies.&nbsp;</li> <li>Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.</li> <li>Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities.&nbsp;</li> <h3>Required qualifications:</h3> <li>High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).</li> <li>1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.</li> <li>Upper-Intermediate (B2) or higher English proficiency (written and spoken).</li> <li>Strong verbal and written communication skills.</li> <li>Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace.&nbsp;</li> <li>Experience managing phones, calendars, and visitor coordination.</li> <li>Ability to multitask and prioritize in a fast-paced environment.&nbsp;</li> <li>Strong organizational skills and attention to detail.</li> <li>Professional demeanor with a customer-service mindset.&nbsp;</li> <li>Reliable, punctual, and able to handle sensitive and confidential information.&nbsp;</li> <li>Ability to work independently, take ownership, and proactively solve day-to-day office issues.&nbsp;</li> <h3>Preferred qualifications:</h3> <li>Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.</li> <li>Experience in a corporate or high-growth blended manufacturing/office environment.</li> <li>Experience supporting facilities, office operations, or workplace services.</li> <li>Basic knowledge of access control systems and office security protocols.&nbsp;</li> <li>Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems).&nbsp;</li> <li>Experience coordinating vendors, deliveries, and events.</li> <li>Experience supporting meetings, trainings, executive visits, and corporate events.</li> <li>Experience managing office inventory and workplace assets.</li> <li>Strong problem-solving skills with the ability to work independently.</li> <li>Experience handling confidential or sensitive information in a professional environment.&nbsp;</li>