Office & Operations Manager

• Own day-to-day operations and maintenance of NODA AI's Austin office
• Ensure the office is clean, functional, secure, and well-stocked
• Coordinate with building management on maintenance, access control, security systems, HVAC, and facilities matters
• Manage office vendors, contracts, invoicing, and performance
• Coordinate with IT on network connectivity, hardware installation, AV systems, conference room technology, and building-related upgrades
• Manage office access, badge systems, visitor management, and physical security protocols
• Procure office supplies and manage inventory
• Lead facilities improvement projects, space planning, furniture reconfiguration, equipment upgrades, and expansions
• Partner with the Executive Assistant on employee events, celebrations, all-hands logistics, and culture-building activities
• Support onboarding logistics, including desk setup, equipment, access provisioning, and first-day readiness
• Manage office budgets, track expenses, process invoices, and report facilities and vendor spend to leadership
• Develop and maintain office policies, procedures, emergency protocols, and vendor documentation
• Support the Executive Assistant and leadership on operational priorities, special projects, and cross-functional initiatives
• Serve as a trusted operational point of contact for workplace and operational needs

• 5+ years of experience in office management, facilities management, executive operations, or workplace operations
• Experience in a technology, startup, defence, or high-growth environment preferred by context
• Experience managing vendor relationships, facilities contracts, and building coordination
• Experience coordinating with IT teams on office infrastructure, AV systems, network, and hardware needs
• Experience supporting executive operations, including partnering with an EA or leadership team on scheduling, events, and cross-functional coordination
• Strong organisational skills and ability to manage multiple concurrent projects, vendors, and priorities
• Experience managing budgets, processing invoices, and tracking facilities-related expenses
• Excellent written and verbal communication
• Proactive, solutions-oriented, and able to resolve issues independently
• High discretion and professionalism with sensitive business and personnel matters
• U.S. Citizenship with ability to obtain a security clearance
• Must meet U.S. government export-control eligibility requirements: U.S. citizen, lawful permanent resident, protected individual, or otherwise eligible for required authorizations
• Preferred: experience in defence technology, aerospace, government contracting, or regulated environments
• Preferred: familiarity with physical security systems, access control, and visitor management protocols
• Preferred: experience with employee events, all-hands meetings, and culture-building programmes
• Preferred: experience managing office expansions, relocations, or build-outs
• Preferred: familiarity with facilities management software or workplace operations platforms
• Preferred: prior dual-function facilities and executive operations experience

Demonstrates expertise in office management and facilities operations, with a strong focus on vendor management, budget oversight, and cross-functional coordination. Proficient in supporting executive operations and enhancing workplace efficiency through effective project management and communication.

• Office Management
• Facilities Management
• Vendor Management
• Budget Management
• Cross-Functional Coordination

• Facilities Contracts
• Office Infrastructure Coordination
• AV Systems Management
• Network Connectivity
• Budget Tracking
• Invoice Processing
• Emergency Protocols Development
• Space Planning
• Equipment Upgrades
• Inventory Management

• Organizational Skills
• Written Communication
• Verbal Communication
• Proactive Problem Solving
• Professionalism

• U.S. Citizenship
• Security Clearance Eligibility

• Technology Environment
• Startup Environment
• Defence Technology
• Government Contracting
• Regulated Environments

• Facilities Management Software
• Workplace Operations Platforms
• Access Control Systems
• Visitor Management Protocols