Helpware is a technology-driven American company with offices in the USA, Poland, Germany, Albania, Georgia, Ukraine, Mexico, Philippines, and Uganda, providing Customer Experience & Operational Support services for modern companies. Our team of professionals is driven by the purpose of delivering best-in-class value-adding solutions to our partners by leveraging our empowered teams, innovative solutions, and technologies.
We are seeking a dynamic and experienced individual to fill the role of Administrative Specialist. The ideal candidate will have a strong background in logistics, procurement, and administrative functions, with the ability to communicate effectively in both English and Ukrainian.
What awaits you in this role
- Logistics:
Support coordination of company equipment deliveries and returns, communicate with logistics providers, create shipments, and track inventory and equipment movements. - Procurement:
Assist with purchase requests, order tracking, and communication with vendors to ensure timely delivery. - Corporate Accounts Administration:
Manage basic requests in corporate tools (Email, Microsoft Teams), update internal trackers, and send company-wide communications using templates. - Reporting & Data Management:
Maintain regular reports (Birthday, Anniversary, Probation, etc.), perform data entry, and ensure accuracy and consistency in internal systems. - Employee Engagement & Gift Programs:
Support internal communications, send notifications via Microsoft Teams, and track employee participation in gift programs. - Database & Documentation:
Update internal databases, maintain records, and ensure all documentation is accurate and up to date. - HR Coordination&HR Systems (BambooHR):
Assist HR in tracking employee participation, preparing lists of incomplete submissions, and monitoring progress. Maintain and update employee data and gift-related records in HR systems. - Administrative Support:
Provide day-to-day administrative support, including data entry, reporting, and assisting the team with operational tasks. - Merchandise:
Support coordination of branded merchandise and related activities.
Qualifications:
- Experience in administrative, operations, or support roles
- English (B1+) and fluent Ukrainian
- Strong organizational and multitasking skills
- Attention to detail and accuracy in data handling
- Proactive mindset and willingness to learn
- Comfortable working with Microsoft Office/Teams
Preferred Skills:
- Experience with HR systems (e.g., BambooHR)
- Familiarity with logistics or procurement processes
- Experience with reporting
- Experience in budget management and financial tracking.
- Familiarity with merchandise development processes.
We Offer:
- Competitive compensation linked to EUR rate;
- Medical insurance after the trial period
- English classes;;
- Corporate training and parties
If you have the qualifications needed and ready to maintain the required duties daily, please apply!
Skills Required
- Experience in administrative, operations, or support roles
- English (B1+) and fluent Ukrainian
- Strong organizational and multitasking skills
- Attention to detail and accuracy in data handling
- Proactive mindset and willingness to learn
- Comfortable working with Microsoft Office/Teams
What We Do
Founded in 2015, Helpware is a company taking a modern approach to the outsourcing industry. We created the company to change perceptions of what outsourcing is and can be, and we did that by building amazing cultures in each of our locations, and by simply treating our employees better. With Helpware, we are all a team and family, and you'll see that true difference when partnering with us. Helpware builds customized teams in Customer Service and Back Office for industry-leading startups and modern companies. With offices in California, Colorado, Kentucky, Ukraine, Philippines, Germany, and Mexico, we have the global scale to tailor custom teams and processes for success to our many powerhouse clients. Helpware has grown over the years, initially catering to startup client partners, and has now evolved into creating client partnerships with large enterprises as well.
