Head of Admin & Workplace

ChillBase; Dubai; Híbrido; AED 120.000 - 180.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Growth opportunities

Hybrid work environment

Sick days & employee support

Employee wellbeing and streamlined HR

Descripción de la vacante

ChillBase is seeking a Head of Admin & Workplace to lead our global admin function, manage international office hubs, and oversee Global Mobility, Travel, and Office Management.

You will launch new offices (Dubai, Serbia, Kazakhstan), set procurement standards and budgets, lead vendor management and legal contracts, and create an EVP-driven employee experience while guiding a distributed team of ~10 specialists.

Formación

• Proven track record leading an administrative function or international office network.
• Hands-on experience launching offices/hubs in international locations.
• Strong financial and legal acumen: budgeting, procurement, contracts.
• Experience in contractor management, tenders, and construction quality control.
• Deep knowledge of Global Mobility and employee relocation workflows.
• Experience overseeing corporate Travel and organizing events.
• Ability to balance operational discipline with culture and service quality.
• Proven team management with emphasis on structure, role clarity and KPIs.
• Fluent Russian and business English.

Responsabilidades

• Launch new offices and hubs from scratch across regions.
• Manage construction, design, and fit-out with contractors.
• Set unified quality, safety, and comfort standards.
• Lead admin budgeting (CapEx/OpEx) and contract approvals.
• Streamline workflows between Admin, Legal, and Finance.
• Oversee relocation and visa support (Global Mobility).
• Run corporate travel and local events.
• Develop the 'office as a product' concept and EVP initiatives.
• Lead a distributed team of ~10 and define KPIs.

Conocimientos

Administrative leadership

International office launch

Budgeting & procurement

Vendor management

Global Mobility

Travel management

Team leadership

Cross-functional collaboration

Russian & English fluency

Descripción del empleo

Head of Admin & Workplace

Department

HR

LOCATION

Dubai, Limassol, Almaty, Belgrade, Yerevan, Tbilisi

ChillBase is a game development studio working on large-scale products with a global audience.

We are looking for a Head of Admin & Workplace to lead our administrative function, manage our international office network (hubs), and oversee local employee support services (Global Mobility, Travel, Office Management).

Our goal is not just to build “workspaces,” but to create a high-class physical environment and service for teams worldwide.

We need an operationally mature leader who can establish strict standards for procurement, budgeting, and contracts while creating a unique employee experience in our hubs.

Expectations

What you will do

• Launch new offices and hubs from scratch (key focus: Dubai, Serbia, Kazakhstan, etc.), covering search, lease negotiation, design, and fit-out
• Manage construction, renovation, and facilities contractors, engage external technical supervision, and validate estimates, materials, and timelines
• Develop and roll out unified quality, safety, and comfort standards across all company locations
• Drive full budgeting for the admin block (CapEx / OpEx), control payment pipelines, contract approvals, and defend budgets with Finance and Legal teams
• Establish fast and transparent workflows between Admin, Legal, and Finance to prevent cash flow gaps and missed deadlines
• Lead relocation, visa support, and legalization processes (Global Mobility) in partnership with local vendors and legal advisors
• Oversee corporate travel management (Travel), team offsites, and local internal events
• Develop the "office as a product" concept: design custom merch, drive recognition programs, and elevate the physical employee experience (EVP & Culture)
• Lead a distributed team of ~10 people (Office Managers, Travel Coordinators, Global Mobility Specialists): structure workflows, distribute responsibilities, set clear KPIs, and safeguard the team from burnout

Who we are looking for

• Proven track record in leading an administrative function or an international office network
• Hands-on experience launching offices/hubs from scratch in international locations
• Strong financial and legal acumen: CapEx / OpEx budgeting, procurement, and contract management
• Solid experience in contractor management, tender processes, and construction/renovation quality control
• Deep understanding of Global Mobility, legalization, and employee relocation workflows
• Experience overseeing corporate Travel and organizing offsite and local events
• Ability to balance rigorous operational discipline with driving culture, service quality, and office experience
• Proven team management skills with a strong focus on structure, role clarity, and goal alignment
• Experience collaborating cross-functionally with Legal, Finance, and key business stakeholders
• Fluent Russian, business conversational English

Additionally, It Would Be Great To Have

• Experience in IT, GameDev, or a fast-paced product environment
• Existing network of vetted vendors or local expertise in key regions (Dubai, Serbia, Kazakhstan)
• Understanding of employer branding and EVP principles
• Passion for video games and playing them

Benefits

Growth and development

Our project is actively growing, as well as the team that creates it. We invest in the growth of each specialist and regularly review salaries based on performance. Moreover, we have a promotion system that allows specialists to showcase their talents in more responsible positions.

Comfortable conditions

Hybrid work type. Also we have flexible hours with the option of taking days off.

Care for employees

We offer sick days without salary loss, assistance in difficult life situations, no bureaucratic nightmares and processes for the sake of processes.

We carefully review every application and will definitely reach out if your profile matches the role’s requirements. If you do not receive a response within 14 calendar days, it means we are not moving forward with your application at this stage. We’d be happy to reconnect in the future — please keep an eye on our openings.

Employment process

You apply for an open role via our careers portal. We carefully review your CV and any additional materials you provide.

If your experience matches our needs, we’ll invite you for an initial conversation with a recruiter. It’s a chance to get to know each other, talk about your motivation and expectations, and share more about the role and company.

You may be asked to take part in one or more technical interviews with the team. In some cases, we might also send you a test assignment to better understand your practical skills.

A closing conversation with a hiring manager or team lead. We’ll discuss the outcomes of the previous stages, cover any remaining questions, and align on expectations.

If everything goes well — we’ll extend a job offer. Once the details are confirmed, we’ll guide you through the onboarding process and welcome you to the team.