Responsibilities

Project Operations Workflow Management

• Maintain and update internal guides for the team regarding inDrives operational, legal, finance and accounting, and procurement procedures.
• Coordinate and schedule team meetings, prepare and circulate meeting summaries.
• Manage documentation archives and ensure consistent data storage (Drive, shared folders, etc.).
• Collect and organize information for internal reviews and external reports.
• Prepare regular reports and dashboards for project tracking, deadlines, and budget overview.
• Manage team access to shared drives, platforms, and paid tools; coordinate payment of subscriptions when needed.
• Submit and track travel requests for team members (both employees and contractors), through inDrives travel management system.
• Basic understanding of travel coordination and logistics, including awareness of visa requirements, travel requests, and related administrative processes.
• Ensure compliance for contractors travel management according to inDrives internal travel policies and assist in resolving any travel related issues or discrepancies.

• Maintain timely and effective communication between inDrive and the travel agency to facilitate smooth travel arrangements and payments accordingly.

  Contractor Vendor Management

• Coordinate communication between the team, inDrive legal and other departments, and vendors to ensure timely contract execution.
• Draft and prepare agreements in coordination with the legal department; ensure correct collection of contractor data and documents.
• Track and maintain contract and payment schedules for all suppliers and collaborators.
• Monitor approval and payment processes through the internal corporate system (procurement/finance).
• Ensure all documentation is aligned with internal compliance requirements.
• Follow inDrives internal business expense policies and maintain proper service agreement procedures in accordance with established finance and accounting flows and requirements.
• Work closely with the Executive Producer on budget tracking, expense control, and financial reporting.

• Maintain up to date records of expenses, forecasts, and remaining budget per category.

  Corporate Volunteer Coordination

• Support the recruitment, onboarding, and management of volunteers for events and pre events.
• Prepare short guides and briefings for volunteers, ensuring they understand their roles and schedules.
• Organize and oversee communication processes throughout event execution to ensure volunteers active engagement and effective participation.
• Supervise attendance and performance during the period.

Qualifications

• Education: Bachelors degree in Business Administration, Project Management, or a related field or proven experience (minimum 2 years) in cultural management, alternatively, a diploma in Cultural Management or related field is acceptable.
• English level: at least B1 (intermediate) – ability to communicate in writing and meetings with teams.
• Project management tools: Jira, Trello, Confluence, Google Workspace (Drive, Docs, Sheets, Slides), Keynote, Google Calendar, Slack, Telegram, Zoom
• Data automation: Basic understanding of dashboards, formulas, and AI based tools (ChatGPT, prompt engineering, simple AppScripts with ChatGPT support).
• Proactive approach to problem solving and managing several activities simultaneously High attention to detail and accuracy.

Conditions & Benefits

• Stable salary, official employment.
• Health insurance.
• Full remote position.
• Access to professional counseling services including psychological, financial, and legal support.
• Diverse internal training programs.
• Partially or fully payed additional training courses.
• All necessary work equipment.