Office Manager at Noda AI · LumiJobs

Responsibilities

We are seeking an Office Manager to own NODA AI's physical workplace and ensure the Austin office runs smoothly day to day. You will be responsible for the facilities, vendors, building relationships, and operational infrastructure that keeps the office environment functional, well-maintained, and ready to support a fast-growing engineering and mission-focused team.
This is not a front-desk or reception role. It is an operational ownership role for someone who takes pride in running a well-functioning workplace, builds strong vendor and facilities relationships, and partners closely with the Executive Assistant, People Operations, and IT to keep the environment and the team well supported.
As NODA grows, this role will scale with the business.
Own the day-to-day operations and maintenance of NODA AI's Austin office, ensuring the environment is clean, functional, secure, and well-stocked at all times
Serve as the primary point of contact for building management, coordinating on maintenance requests, building updates, access control, security systems, HVAC, and other facilities matters
Manage all office vendor relationships including cleaning services, supplies, furniture, equipment, food and beverage, and other facilities-related providers, owning contracts, invoicing, and performance oversight
Coordinate with IT on office infrastructure including network connectivity, hardware installation, AV systems, conference room technology, and building-related IT updates and upgrades
Manage office access, badge systems, visitor management, and physical security protocols in coordination with IT and the security function
Own office supply procurement and inventory management, maintaining appropriate stock levels across all office areas
Identify and manage facilities improvement projects including space planning, furniture reconfiguration, equipment upgrades, and office expansions as the team grows
Partner with the Executive Assistant to plan and execute employee events, team celebrations, all-hands logistics, and culture-building activities, taking ownership of logistics and vendor coordination for those programmes
Support onboarding logistics for new hires including desk setup, equipment coordination, access provisioning, and first-day office readiness in partnership with People Operations and IT

Qualification

Experience managing budgetsProactive and solutions-orientedDue to the nature of the positionExperience in a defence technologyExperience supporting employee eventsExperience managing office expansionsSkills & AttributesOwnership mindsetDetail-oriented

Required

5+ years of experience in office management, facilities management, or workplace operations, ideally in a technology, startup, defence, or high-growth environment
Demonstrated experience managing vendor relationships, facilities contracts, and building coordination across a professional office environment
Experience coordinating with IT teams on office infrastructure, AV systems, network, and hardware needs
Experience partnering with People Operations, IT, and an EA or leadership team on office-related logistics and employee experience
Strong organisational skills with the ability to manage multiple concurrent projects, vendors, and priorities without losing track of details
Experience managing budgets, processing invoices, and tracking facilities-related expenses
Excellent written and verbal communication, with the ability to build strong relationships across all levels of the organisation, with external vendors, and with building management
Proactive and solutions-oriented, identifying what needs to happen before being asked and resolving issues independently
High level of discretion and professionalism in handling sensitive business and personnel matters
Due to the nature of the position, U.S. citizenship is required due to ITAR regulations, along with the ability to obtain and maintain a DoD security clearance.

Preferred

Experience in a defence technology, aerospace, government contracting, or similarly regulated environment
Familiarity with physical security systems, access control, and visitor management protocols in a secure or controlled environment
Experience supporting employee events, all-hands meetings, and culture-building programmes in partnership with an EA or People Operations team
Experience managing office expansions, relocations, or build-outs in a high-growth company
Familiarity with facilities management software or workplace operations platforms
Skills & Attributes
Ownership mindset, taking full responsibility for the office environment, vendor relationships, and operational commitments without needing to be asked
Detail-oriented, maintaining a high standard of organisation, cleanliness, and operational readiness across all office areas and vendor relationships

Office Manager

Responsibilities

Qualification

Required

Preferred

Benefits

Company

Noda AI

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