Office Manager

Office Manager

We're seeking a highly organized, proactive Office Manager to serve as the operational hub of our growing photonics startup. This is a hands-on role for someone who thrives in fast-paced environments, enjoys wearing multiple hats, and takes pride in creating structure and efficiency.

As the Office Manager, you'll oversee daily office operations, support finance and purchasing processes, coordinate hiring and onboarding activities, manage vendor relationships, and help foster an exceptional employee experience. You'll work closely with leadership and team members across the organization, playing a critical role in the success and growth of the company.

• Own day-to-day office operations and ensure a smooth, organized, and professional work environment.
• Manage incoming and outgoing mail, shipments, deliveries, and office logistics.
• Maintain office, kitchen, and supply inventories and coordinate facility maintenance and vendor services.
• Act as the primary point of contact for facilities, service providers, vendors, and office support needs.
• Support company events, team activities, and travel coordination.

• Coordinate purchase requests, purchase orders, and vendor payments.
• Support spending and procurement processes using accounting and ERP tools.
• Maintain organized records, contracts, and company documentation.
• Assist with compliance documentation, including NDAs, supplier agreements, certifications, and related records.

• Coordinate recruiting activities, including job postings, interview scheduling, and candidate communications.
• Manage employee onboarding processes and ensure a seamless new-hire experience.
• Prepare and maintain onboarding documentation, including I-9s, payroll forms, access requests, and employee records.
• Support HR administration, personnel record management, and employee lifecycle processes.

• Coordinate meetings, calendars, and administrative activities across departments.
• Serve as a trusted resource for employees, leadership, vendors, and visitors.
• Identify opportunities to improve processes, increase efficiency, and enhance the employee experience.

• 3+ years of experience in office management, operations coordination, administrative support, or a related role.
• Strong organizational skills with exceptional attention to detail.
• Ability to effectively manage multiple priorities in a dynamic, fast-paced environment.
• Experience supporting recruiting, interview coordination, and employee onboarding.
• Proficiency with Google Workspace and Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Experience working with vendors, service providers, and facilities-related operations.

• Experience in a startup, engineering, manufacturing, photonics, hardware, or other technical environment.
• Familiarity with ADP or similar HRIS platforms.
• Experience with Quick Books Online, Net Suite, Ramp, or other accounting and procurement systems.
• Knowledge of employee onboarding compliance requirements, including I-9 documentation.
• Experience organizing company events, travel, and team-building activities.
• Experience in vendor management, purchasing, or office operations.

• Play a highly visible role at the center of a growing company.
• Work alongside a collaborative and innovative team developing cutting-edge photonics technology.
• Enjoy a supportive, close-knit culture where your contributions make a direct impact.
• Opportunity to grow with the company as we continue to scale.

This is a full-time, on-site position based in Carlsbad, CA. Our team values collaboration, ownership, and continuous improvement. The ideal candidate is someone who enjoys building structure, solving problems, and helping a growing organization operate at its best.

Schedule:

Monday-Friday, starting between 7:30 a.m. and 8:00 a.m., with a typical end time between 4:30 p.m. and 5:00 p.m.

Job Type &

Location:

This is a Contract position based out…