Head of Admin & Workplace

About this role

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 APPLICATION You apply for an open role via our careers portal. We carefully review your CV and any additional materials you provide. HR INTERVIEW 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. TECHNICAL ASSESSMENT 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. FINAL INTERVIEW 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. OFFER & ONBOARDING 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.