Office Manager

Office Manager

Boston, Atinary Technologies

Are you looking for new challenges in an exciting high-growth company with a noble and impactful mission? Do you have strong organization and communication skills? Join our team as our Office Manager in the Boston office and lab, working behind the scenes for smooth workplace operations and processes. We are looking for an energetic, passionate and driven colleague to be in charge of administration, finance, and HR support in our US operations.

We are seeking an Office Manager to be the backbone of our US operations, ensuring a smooth and efficient workplace based in our Boston office and lab. You will be responsible for overseeing day-to-day administrative, finance, and HR support functions, and acting as a central point of contact for internal communications and logistics.

• Embrace office activities and operations to secure efficiency, well-being and compliance to company policies.
• Administrative Support for the team, handling mail and courier services, managing office and lab supplies and beverages, meeting coordination, and communication with external providers such as maintenance and infrastructure. Identify bottlenecks early and bring innovative solutions.
• HR Support
  :
  Manage our enterprise resource planning system (ERP) and keep the personnel database up to date. Planning and reporting team absences and vacations, as well as accurate project time tracking and reporting. Assistance in talent acquisition, recruitment, and employee on-/off-boarding.
• Finance Support
  :
  Track, pay, and handle one-time and recurring expenses with accuracy, report them monthly, and oversee the office budget working closely with our accounting team. Ensure all expenditures are within the allocated funds and handle basic bookkeeping transactions like purchase orders and invoices. Assist with internal financial processes and reporting.
• Schedule Coordination
  :
  Oversee and manage executives’ appointments, such as invitations, bookings, and time conflict handling.
• Internal Communication
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  Act as a central point of contact for internal communications, ensuring information is disseminated effectively throughout the organization.
• IT Equipment Acquisition
  :
  Liaise and coordinate with IT providers in close collaboration with our IT team. Keep a close eye on the computer fleet, including license handling, purchase, and asset management.
• Other exciting projects include helping to organize fun and original team events, and other tasks that may be required to keep the office well organized and efficient.

Must-have:

• Proven experience as Office Manager, coordinator, or executive assistant.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Knowledge with office management procedures and basic accounting principles.
• Exceptional time management skills and interpersonal communication skills (verbal and written).
• Exceptional command of the English language, both written and verbal.
• Highly proficient in common office software, such as MS Office and Google Workspace.
• Experience with enterprise resource planning systems (e.g. Zoho, SAP, Odoo, Salesforce, Bitrix
  24,…).
• Strong interpersonal skills, team-oriented, the ability to communicate effectively across all levels of the organization.
• Excellent problem-solving abilities and a proactive approach to challenges.
• Ability to manage confidential information with discretion and integrity.
• A high degree of resilience and initiative, independent and a responsible personality.

Nice-to-have:

• Have great, positive energy. You are flexible and know how to convey constructive feedback.
• Bachelor’s degree (or above) in related fields is preferred.
• Startup experience and comfort with rapid iteration.

Why you would love working with us:

• Make a Real Impact
  :
  You won’t just be maintaining systems; you’ll be shaping the core operations of a fast-growing AI startup.
• Join a Winning Culture
  :
  We’re committed to a flexible, innovative, and supportive work environment. We embrace flexible working hours.
• Celebrate the Moments that Matter
  :
  We believe in celebrating our team’s success and important milestones. From…