Office Manager

Menlo Park4w ago

About the role

USD  $83,000   Why LeoLabs?     At LeoLabs, we’re building the living map of activity in space. Through our proprietary global radar network and AI-enabled analytics platform, we collect millions of measurements daily on more than 25,000 objects in low Earth orbit (LEO). Our radar-powered intelligence protects billions in assets, monitors adversarial behavior, and ensures safe operations for commercial and government missions.  We’re not just building technology, we are redefining global security, safety, and transparency in space. As orbital activity accelerates and threats grow more complex, LeoLabs is a trusted partner for Space Domain Awareness, Space Traffic Management, and Satellite Operations for top-tier space operators and allied defense organizations.  If you're looking to work on mission-critical challenges at the forefront of aerospace, national security, and AI, your impact starts here.  The Opportunity  We are seeking a highly organized and professional Office Manager to ensure smooth daily operations at our Headquarters in Menlo Park, CA - a fast-paced corporate and manufacturing environment. This role serves as the front-facing representative of the facility while providing administrative, logistical, and cross-functional support to supply chain, radar engineering, and leadership teams. The ideal candidate is detail-oriented, adaptable, and confident working in a regulated environment, including areas subject to ITAR requirements.   Though a full-fledged office environment, our Headquarters primarily functions as a radar engineering, warehousing, and manufacturing hub. Officially, you will be joining the Supply Chain Management department within the Radar team and will report to the Associate Director of Supply Chain Management.  This is an on-site role at our Headquarters in Menlo Park, CA, 5 days a week.  Responsibilities:  Facility & Operations Management  <ul> <li>Serve as front-desk point of contact; manage visitor check-in/check-out, badging, background checks, and security protocols (including ITAR compliance) </li> <li>Manage relationships with landlords, contractors, and service vendors (cleaning, utilities, catering, IT, waste management, etc.); oversee contracts, billing, and issue resolution </li> <li>Coordinate building maintenance, modifications, and facility improvements; conduct routine walkthroughs to identify needs and ensure compliance </li> <li>Manage office equipment inventory (furniture, printers, kitchen equipment, refrigeration) </li> </ul>   Administrative & Supply Management  <ul> <li>Assist with domestic and international new hire onboarding logistics: workspace setup, equipment coordination, badging, and swag distribution  </li> <li>Manage office supplies and snacks budgets, including vendor selection, ordering, inventory, and kitchen maintenance </li> <li>Handle incoming/outgoing mail, document scanning, filing, preparation and shipping of legal documents, and secure destruction of confidential materials </li> <li>Schedule conference room bookings and provide calendar/meeting coordination support to senior leadership </li> <li>Coordinate catering and logistics for meetings, events, and executive/VIP visits </li> </ul>   Safety, Compliance, and Culture  <ul> <li>Ensure medical and emergency equipment (AED, First Aid kits) are maintained and documented; coordinate CPR training and fire safety protocols with Fire Marshal </li> <li>Maintain emergency evacuation maps and workplace safety documentation; serve as first point of contact for emergency services </li> <li>Act as quality representative for internal/external audits; drive closure of action items and maintain ITAR compliance awareness </li> <li>Manage office-wide communications, corporate newsletter, and internal bulletin boards </li> <li>Plan and execute office events (game nights, BBQ, holiday party, celebrations) and milestone recognition; coordinate team-building activities </li> </ul> Cross-Functional Support  <ul> <li>Coordinate with HR on in-office interviews, employee information, and administrative needs </li> <li>Coordinate with Legal for document signatures, notarization, and compliance matters </li> <li>Serve as backup support to Admin team for last-minute office needs </li> <li>Assist with ITAR/NDA form execution and processing </li> <li>Coordinate with IT relating to company devices and security protocols </li> <li>Run various errands as required (valid driver's license required; mileage reimbursement provided) </li> </ul>   Required Qualifications  <ul> <li>5+ years of office administration, operations, or facilities management experience (manufacturing or enterprise environment preferred) </li> <li>Ability to manage multiple priorities independently, take initiative, and work with minimal supervision </li> <li>Excellent organizational, time-management, and communication skills; comfortable interacting professionally with all levels of staff, leadership, and external stakeholders </li> <li>Ability to handle sensitive and confidential information with discretion and sound judgment </li> <li>High attention to detail with strong problem-solving mindset </li> <li>Proficiency in Microsoft Office Suite (Word, Outlook); ability to maintain spreadsheets, contact lists, and distribution lists </li> <li>Experience managing vendor contracts, relationships, and billing </li> <li>Comfortable with light cleaning tasks and running errands </li> </ul>   Preferred Qualifications  <ul> <li>Experience in manufacturing, warehouse, or regulated environments </li> <li>Experience coordinating events, meetings, and catering logistics </li> <li>Knowledge of health & safety compliance, emergency protocols, and facility management </li> <li>Familiarity with IT security protocols and device management </li> <li>Experience with document management systems and confidential document handling </li> </ul>   Physical Demands & Work Environment  This on-site role requires sitting at a desk for extended periods, walking the facility multiple times daily, lifting light items (up to 25 lbs), and working effectively in a fast-paced manufacturing and warehouse environment with light industrial noise and activity.

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