Operations

Kyiv, Ukraine

Are you a detail-oriented professional with a passion for ensuring accuracy and efficiency in documentation workflows? We’re looking for an Operational Support Specialist to join our team! In this role, you’ll be at the center of our documentation management, acting as a key coordinator between internal support services, legal, and finance departments to keep operations running smoothly.
As an Operational Support Specialist, you’ll be responsible for ensuring our documentation is accessible, accurate, and compliant with company policies and legal requirements. Supporting multiple office locations, you’ll optimize document handling processes, maintain operational standards, and lead process improvements.

In this role, you will:

• Manage and maintain digital and physical documents, establishing efficient filing systems for secure, easy access that complies with company policies and legal requirements.
• Input and update data in document management systems, ensuring high levels of accuracy for reliable tracking and reporting.
• Monitor document statuses and maintain organized logs and tracking tools, providing regular reports to management.
• Conduct document reviews and audits, address discrepancies, and ensure alignment with company standards and legal regulations.
• Work closely with internal teams to gather necessary documentation, ensuring smooth and timely submissions.
• Prepare reports, assist with scheduling, and support document-related projects as needed.
• Proactively identify opportunities for workflow enhancements, implement new documentation procedures, train staff on systems, and ensure smooth transitions to optimized processes.

Skills you’ll need to bring:

• Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite, Air Table, Concord, “Вчасно” and familiarity with document management systems.
• Excellent attention to detail and accuracy in data entry and documentation.
• Strong written communication skills will be an advantage.
• Ability to handle confidential information with discretion and professionalism.

Meet a fellow Mac Pawian

What We Offer

‎We are a Ukrainian company, and we stand with Ukraine against russian aggression

• We maintain workplaces for the mobilized Macpawians and provide financial support to colleagues or their families affected by the war.

We are committed to our veterans

• Our Veteran Career and Empowerment Program is designed to ensure our veterans and active military personnel receive the recognition, support, and opportunities they deserve.

Hybrid work model

• Whether to work remotely or at the hub is entirely up to you. If you decide to mix it, our Kyiv office, which works as a coworking space, is open around the clock. The office is supplied with UPS and Starlink for an uninterrupted work process. We also reimburse the costs of renting a coworking space in any other city. If you decide to work at home, we cover the costs spent on your workspace organization: portable power stations, power banks, etc.

Your health always comes first

• We guarantee medical insurance starting on your first working month. Besides, we cover 100% of your medical insurance costs and 50% for your dependents (common-law partner/spouse and/or children). For those abroad, you can receive a yearly Medical insurance allowance as compensation for managing your medical expenses. We also offer a 50% refund for psychotherapy.

Flexible working hours

• You can choose a schedule that is comfortable for you. No one here tracks your clock in/out because Mac Paw is built on trust and cooperation.

Space to grow both professionally and personally

• Whatever your dreams and aspirations are, we have you covered. Education opportunities to grow both hard and soft skills, annual development reviews, internal community. We also offer individual and team coaching with organizational coaches.

Teams we are proud of

• We build honest, transparent, and reliable relationships within teams. Every Macpawian can improve processes and implement their ideas. We encourage open and constructive feedback and provide training for Macpawians on giving and receiving feedback.

Office designed for people (and pets)

• Our office has it all: a spacious workplace with enough room for sitting up, lying down, and running around; a gym for recreation, fitness, and yoga; cozy kitchens with coffee, snacks, and lunches; sleeping/meditation room; and a terrace with a view where we throw summer parties. Also, we have two cats living in the office, and you are welcome to bring your pets to the office (we have separate floors for cats and dogs).

Time-off policy that covers life’s needs

• 20 vacation days, unlimited paid sick leaves, x Days (2 days a month to work on side projects), days for personal time-off designed to help you take care of essential matters in your personal life, and parental leaves. On top of all that, sabbaticals are open after 5 years of being with Mac Paw.

Join social initiatives with Mac Paw Cares

• Mac Paw participates in numerous humanitarian aid and charity projects across many fields, and you are welcome to jump in and spend up to 24 working days per year making the world a better place.

We’re an equal opportunity employer. Here is a safe place for applicants of all backgrounds

• We are hiring talented humans. Meaning with all our variety of backgrounds and identities, including service members and veterans, women, members of the LGBTQIA+ community, individuals with disabilities, and other often underrepresented groups. Mac Paw does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
• Some benefits are under development and valid for 2024, with adjustments possible in 2025.