Administrative Specialist

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!