Administrative Specialist

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:

• Support coordination of company equipment deliveries and returns, communicate with logistics providers, create shipments, and track inventory and equipment movements.
• Assist with purchase requests, order tracking, and communication with vendors to ensure timely delivery.
• Manage basic requests in corporate tools (Email, Microsoft Teams), update internal trackers, and send company-wide communications using templates.
• Maintain regular reports (Birthday, Anniversary, Probation, etc.), perform data entry, and ensure accuracy and consistency in internal systems.
• Support internal communications, send notifications via Microsoft Teams, and track employee participation in gift programs.
• Update internal databases, maintain records, and ensure all documentation is accurate and up to date.
• 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.
• Provide day-to-day administrative support, including data entry, reporting, and assisting the team with operational tasks.
• 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 USD 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!