Office & Facilities Operations Lead

Jobtailor; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

NODA AI seeks an experienced Office/Facilities Manager to oversee the Austin office operations, vendor relationships, IT coordination, and security. You will ensure a clean, secure, and well-equipped workspace while managing budgets, invoices, and onboarding logistics.

In this role, you will lead space planning, coordinate with building management, and partner with the EA on events and company-wide activities, contributing to a productive and compliant workplace culture.

Qualifications

• 5+ years of experience in office management, facilities management, executive operations, or workplace operations.
• Experience in a technology, startup, defence, or high-growth environment preferred by context.
• Experience managing vendor relationships, facilities contracts, and building coordination.
• Experience coordinating with IT teams on office infrastructure, AV systems, network, and hardware needs.
• Experience supporting executive operations, including partnering with an EA or leadership team on scheduling, events, and cross-functional coordination.
• Strong organisational skills and ability to manage multiple concurrent projects, vendors, and priorities.
• Experience managing budgets, processing invoices, and tracking facilities-related expenses.
• Excellent written and verbal communication.
• Proactive, solutions-oriented, and able to resolve issues independently.
• High discretion and professionalism with sensitive business and personnel matters.
• U.S. Citizenship with ability to obtain a security clearance.

Responsibilities

• Own day-to-day operations and maintenance of NODA AI's Austin office
• Ensure the office is clean, functional, secure, and well-stocked
• Coordinate with building management on maintenance, access control, security systems, HVAC, and facilities matters
• Manage office vendors, contracts, invoicing, and performance
• Coordinate with IT on network connectivity, hardware installation, AV systems, conference room technology, and building-related upgrades
• Manage office access, badge systems, visitor management, and physical security protocols
• Procure office supplies and manage inventory
• Lead facilities improvement projects, space planning, furniture reconfiguration, equipment upgrades, and expansions
• Partner with the Executive Assistant on employee events, celebrations, all-hands logistics, and culture-building activities
• Support onboarding logistics, including desk setup, equipment, access provisioning, and first-day readiness
• Manage office budgets, track expenses, process invoices, and report facilities and vendor spend to leadership
• Develop and maintain office policies, procedures, emergency protocols, and vendor documentation
• Support the Executive Assistant and leadership on operational priorities, special projects, and cross-functional initiatives
• Serve as a trusted operational point of contact for workplace and operational needs

Skills

Office Management

Facilities Management

Vendor Management

Budget Management

Cross-Functional Coordination

Organizational Skills

Written Communication

Verbal Communication

Proactive Problem Solving

Professionalism

Tools

Facilities Management Software

Workplace Operations Platforms

Access Control Systems

Visitor Management Protocols

Job description

NODA AI seeks an experienced Office/Facilities Manager to oversee the Austin office operations, vendor relationships, IT coordination, and security. You will ensure a clean, secure, and well-equipped workspace while managing budgets, invoices, and onboarding logistics.

In this role, you will lead space planning, coordinate with building management, and partner with the EA on events and company-wide activities, contributing to a productive and compliant workplace culture.