The posting
About Ace Waves
Customer service is being rebuilt from the ground up with the arrival of the latest AI tech. At Ace Waves, we’re building an AI agents platform that handles real customer conversations end-to-end for leading consumer brands. We are a fast-moving team of 26 people, operating between Kaunas and London. Started in stealth, Ace Waves is now a fast-growing startup with strong funding (undisclosed publicly for now) and a growing customer base across Europe. We're a hybrid company based in Kaunas, driven by a shared commitment to excellence, ambition, and speed.
About the role
This role exists to make the company run smoothly day to day, so everyone else can focus on customers and product.
You will own our office and overall workplace experience, and you will lead the coordination, logistics and on-the-ground delivery of our events, both internal (all-hands, parties, offsites) and external (where marketing or others own the concept and you make it happen). Alongside this, you will handle travel booking for those who want it, daily essentials like ordering and delivering lunch, light people-operations support, and a range of tasks that keep the team looked after and the office a good place to be.
This is a broad, hands-on role for someone who is genuinely organised, proactive, and enjoys both the steady rhythm of running an office and the buzz of pulling off a great event. You will be one of the first faces new joiners, candidates, and visiting clients meet, so you set the tone for how the company feels.
What you’ll do
Events
- Plan and run internal events end to end: all-hands, company parties, offsites, others.
- Own coordination, logistics, venue, vendors and on-site execution for external events where marketing or others lead the concept.
- Own the events budget and keep spend on track.
Office and workplace
- Run Kaunas office day to day: supplies, deliveries, parking, keys and access, cleaning management, plants, and general upkeep.
- Order daily lunch and manage catering.
- Manage office vendors and suppliers, and own the monthly office budget.
- Handle onboarding and offboarding logistics: desk, equipment, welcome kit and merch on day one; equipment return and access removal on exit.
- When we are moving to a new office - handle all the process end-to-end.
UK and remote enablement
- Book on-demand meeting or coworking space for occasional UK in-person team days.
- Ship and track equipment to remote UK team members, and manage returns.
- Support remote onboarding kits and setups so distributed team members have what they need.
Travel and daily support
- Book hotels and transport for team members who prefer someone else to arrange it.
- Make sure everyone has the equipment, supplies, and merchandise they need.
Light people operations
- Run the small culture rituals: birthdays, work anniversaries, and welcoming new joiners.
- Administer event-based benefit payments (for example newborn, bereavement, birthday) against a set company policy, handling personal information with discretion and care.
- Collect and route invoices to our accountants (this role supports finance, it does not own it).
Client support and proactive improvement
- Support client entertainment and hosting logistics when sales or delivery ask.
- Proactively bring ideas to improve the office, events, client entertainment, and the overall team experience.
What this role is not
To keep the role focused, it is worth being explicit about the boundaries. This role:
- Does not own client delivery operations. It supports client entertainment when asked, nothing more.
- Does not own finance. It gathers and routes invoices, but does not manage the accounting or the finance model.
- Does not make HR decisions. It administers policies and makes sure people have what they need, it does not decide who qualifies for what.
Your profile
- Proven experience in office management, workplace, events, or a similar hands-on coordination role.
- Genuine strength in events: someone who enjoys planning and executing, and who can hold many moving parts without dropping any.
- Highly organised, reliable, and proactive, comfortable owning things end to end without being chased.
- Strong interpersonal skills and a service mindset; people feel looked after around you.
- Discreet and trustworthy with sensitive and personal information.
- Comfortable managing budgets and vendors.
- Fluent in English
Even better
- Ability to leverage AI to figure out unknowns and build new knowledge.
- Experience in a startup or other fast-moving, high-growth environment.
- Experience supporting remote or distributed teams.
- A track record of improving how a workplace runs and feels, not just keeping it ticking over.
Compensation and practicalities
Salary: 1500-2000 EUR net per month (2441-3306 EUR gross).
Fuel allowance: 100 EUR per month. Where the role requires travel beyond this, it is covered by the business.
Location: Based in our Kaunas office, with responsibility for supporting the UK team remotely.
Reporting line: Reports to the CEO.
Equal opportunity to all
We’re building technology that transforms how people and businesses interact across the world. To build it responsibly for everyone, not just some group of people, we encourage diversity of perspectives, backgrounds, and experiences. That’s why we welcome all applicants, regardless of race, religion, national origin, age, disability, pregnancy, gender expression or identity, sexual orientation, citizenship, or any other legally protected status.
