Office Manager, LeoLabs

• The ideal candidate is detail-oriented, adaptable, and confident working in a regulated environment, including areas subject to ITAR requirements
• 5+ years of office administration, operations, or facilities management experience (manufacturing or enterprise environment preferred)
• Ability to manage multiple priorities independently, take initiative, and work with minimal supervision
• Excellent organizational, time-management, and communication skills; comfortable interacting professionally with all levels of staff, leadership, and external stakeholders
• Ability to handle sensitive and confidential information with discretion and sound judgment
• High attention to detail with strong problem-solving mindset
• Proficiency in Microsoft Office Suite (Word, Outlook); ability to maintain spreadsheets, contact lists, and distribution lists
• Experience managing vendor contracts, relationships, and billing
• Comfortable with light cleaning tasks and running errands

Desirable

• 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
• 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
• Serve as front-desk point of contact; manage visitor check-in/check-out, badging, background checks, and security protocols (including ITAR compliance)
• Manage relationships with landlords, contractors, and service vendors (cleaning, utilities, catering, IT, waste management, etc.); oversee contracts, billing, and issue resolution
• Coordinate building maintenance, modifications, and facility improvements; conduct routine walkthroughs to identify needs and ensure compliance
• Manage office equipment inventory (furniture, printers, kitchen equipment, refrigeration)
• Assist with domestic and international new hire onboarding logistics: workspace setup, equipment coordination, badging, and swag distribution
• Manage office supplies and snacks budgets, including vendor selection, ordering, inventory, and kitchen maintenance
• Handle incoming/outgoing mail, document scanning, filing, preparation and shipping of legal documents, and secure destruction of confidential materials
• Schedule conference room bookings and provide calendar/meeting coordination support to senior leadership
• Coordinate catering and logistics for meetings, events, and executive/VIP visits
• Ensure medical and emergency equipment (AED, First Aid kits) are maintained and documented; coordinate CPR training and fire safety protocols with Fire Marshal
• Maintain emergency evacuation maps and workplace safety documentation; serve as first point of contact for emergency services
• Act as quality representative for internal/external audits; drive closure of action items and maintain ITAR compliance awareness
• Manage office-wide communications, corporate newsletter, and internal bulletin boards
• Plan and execute office events (game nights, BBQ, holiday party, celebrations) and milestone recognition; coordinate team-building activities
• Coordinate with HR on in-office interviews, employee information, and administrative needs
• Coordinate with Legal for document signatures, notarization, and compliance matters
• Serve as backup support to Admin team for last-minute office needs
• Assist with ITAR/NDA form execution and processing
• Coordinate with IT relating to company devices and security protocols
• Run various errands as required (valid driver's license required; mileage reimbursement provided)
• 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