Documentation Coordinator

The role is based in the Kyiv region, and we will expect you to be full-time in the office. We have a shuttle service from the nearest metro station.

We’re looking for a detail-oriented, structured, and responsible person to support our documentation and data processes. You’ll be working with records, CRM systems, and internal teams to help ensure that all our data and documents are clean, accurate, and timely.

This role is for you if:

• you like structure and order;

• you’re not afraid of routine but can catch unusual details;

• you communicate clearly and politely;

• you want to be part of a meaningful product with real impact.

What is your Day to Day Mission:

1. Documentation & CRM

• Entering and updating data on equipment, user requests, and support cases in our CRM systems

• Reviewing documents for completeness, accuracy, and compliance with formal standards

• Preparing reports, forms, and internal records

2. Equipment Support

• Tracking the status of equipment: delivery, maintenance, repair

• Verifying incoming equipment against documentation when accepting it for repair

• Monitoring processing times and service deadlines

3. Communication & Coordination

• Communicating with users to clarify data or correct mistakes

• Collaborating with internal teams to improve workflows

• Providing structured, respectful feedback

Requirements

What you bring to the team:

• Strong command of Ukrainian (both written and verbal)

• English level B1 or higher — ability to read instructions, write basic messages, and understand terminology

• Basic knowledge of Excel/Google Sheets; experience with CRM tools is a plus

• High attention to detail

• Responsible and well-organized

• Friendly and clear communicator

What We Offer

• Structured onboarding with mentor support

• Clear growth path and competency-based development

• A kind, supportive team culture

• An opportunity to contribute to a product that helps bring victory closer

If you’re looking for meaningful work, structured tasks, and a friendly team — we’d love to hear from you!

Why Quantum-Systems:

• We Stand with Ukraine

• We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.

• We are industry pioneers who are ambitious, bold, and visionary.

• We push limits, think outside the box, and strive for technological excellence to shape the future of aerial data.

• We promise to be your runway for individual and professional growth

About us:

Quantum Systems specialises in the development, design, and production of small Unmanned Aerial Systems (sUAS). The company’s range of electric vertical take-off and landing (eVTOL) sUAS are built to maximize range and versatility and to provide operators with a seamless user experience. By integrating cutting-edge software capabilities, like edge computing and real-time AI-powered data processing, Quantum Systems is building next-generation UAS for clients in defence, security, public sectors.