Office Manager

United States Digital Space LLC; Memphis (TN); On-site; USD 55,000 - 85,000; Full time

Job summary

United States Digital Space LLC in Memphis, TN, seeks an experienced Office Manager to handle day-to-day operations at our launch site. You will partner with site leadership to drive efficiencies, support employees, customers, visitors, and VIPs, and ensure smooth administration in a fast-paced, mission-driven environment.

The role requires strong communication, meticulous organizational skills, and the ability to manage calendars, travel, meetings, and events.

Qualifications

• Associate’s degree and 6+ years of experience in an office setting OR a bachelor's degree and 4+ years of experience in an office setting.
• Proficient in Microsoft 365, Google Workplace and calendar management.

Responsibilities

• Provide exceptional customer service to internal and external customers via phone, email, chat applications, and face-to-face.
• Assist with managing multiple calendars, including executive, multiple conference room, and event calendars.
• Provide leadership teams with support such as booking travel and processing expenses.
• Coordinate meetings with site teams and other departments for various locations.
• Organize, prepare, and host meetings, including content, food and beverage, and AV needs.
• Support site leadership with site-wide communication and updates.
• Welcome guests and travelers with wayfinding and guidance to events and operations.
• Ensure guests comply with security badge and visitor management expectations.
• Manage site tour requests and coordinate logistics across teams for each visit.
• Assist with ITAR/NDA forms and processing.
• Coordinate facilities, food services, and other support for ongoing improvements.
• Maintain site cleanliness and organization; support various administrative duties.
• Schedule and manage site social events and team-building activities.
• Run errands and travel outside the Memphis site when needed.
• Assist with new hire questions and desk setup with HR, facilities, and IT.

Skills

Office management

Calendar management

Communication

Multitasking

Attention to detail

Team coordination

Education

Associate's degree

Bachelor's degree

Tools

Microsoft 365

Google Workspace

PowerPoint

Excel

IT security basics

Job description

the company was founded under the belief that a future where humanity is out exploring the stars is fundamentally more exciting than one where we are not. Today the company is actively developing the technologies to make this possible, with the ultimate goal ofenabling human life on Mars.

OFFICE MANAGER

We are looking for a talented and detailed-oriented Office Managerto supporttheday-to-dayoffice operationsatourlaunch sitein Memphis, Tennessee.The Office Managerwill work as a partner to thesiteVice President to drive efficiencies and best practicesacrossthe siteto enhance the experience of employees, customers,visitors,and VIPs.The successful candidate is passionate about our mission, a strategic thinker with a "can-do" attitude, a strong communicator, and someone whothrivesin a fast-paced, dynamic environment.

RESPONSIBILITIES:

• Provide exceptional customer service to internal and external customers via phone, email, chat applications, and face-to-face.
• Assist with managing multiple calendars, including but not limited to, executive, multiple conference room, and event calendars.
• Provide leadership teams with support as necessary, including but not limited to, booking company travel and expense reports.
• Assist with coordination/scheduling of meetings with site teams as requested by other the company departments and locations.
• Assist with organizing, preparing, and hosting meetings. Some meetings may include preparing meeting content, coordinating food and beverage, furniture re-arranging and audio-visual needs.
• Support site leadership with site wide communication and updates.
• Welcome guests and travelers with basic wayfinding around the site, temporary workspace location and guidance to events/ operations at the site during the visit.
• Ensure all internal and external guests are in compliance with the company Security badging and visitor management expectations.
• Manage various site tour requests from community outreach efforts to customer and military partners. Responsibilities include, vetting requests, scheduling, and coordinating logistics across various teams for each visit.
• Assist with ITAR/NDA form execution and processing.
• Coordinate with facilities infrastructure, food services and other support organizations to help manage ongoing improvements and fixes.
• Work with various parties to ensure facility remains in good operating condition (cleanliness/organization).
• Work with various teams on administrative duties such as supply orders and submitting PO’s, shipping needs, managing of budgets, maintaining and updating internal tracking processes, specialty employee gift coordination and distribution.
• Schedule and manage site social events and team building activities.
• Run various errands as required to support the site readiness and excellence. This may include traveling outside the Memphis site to local vendors.
• Assist with new hire questions and desk set up. Coordinate with hiring manager, HR, facilities, and IT teams to ensure all items required are ready for new hires.
• Other duties as assigned

BASIC QUALIFICATIONS:

• Associate’s degree and 6+ years of experience in an office setting OR a bachelor's degree and 4+ years of experience in an office setting.
• Proficient in Microsoft 365, Google Workplace and calendar management.

PREFERRED SKILLS AND EXPERIENCE:

• 8+ years of experience supporting an office.
• Positive "can-do" attitude with willingness to participate at all levels of the business.
• Strong work ethic, proactive, self-motivated with ability to hit the ground running.
• High attention to detail & sound judgment.
• Ability to multi-task, change direction quickly, and thrive in a fast-paced, often high-pressure atmosphere while working with minimum supervision.
• Ability to take direction from multiple staff members, prioritize workload, and be willing to do light cleaning and run various errands.
• Ability to handle difficult situations and people.
• Excellent computer skills - proficiency in all Microsoft applications, especially Word and Outlook, Power Point, and Excel, including ability to maintain spreadsheets, contacts, distribution lists, etc.
• Excellent verbal and written communication skills.

ADDITIONAL REQUIREMENTS:

• This position is based in Memphis, TN and requires being onsite - remote work not considered
• Must be able to work extended hours including nights and/or weekends as necessary.
• Willing to travel (up to 10%).
• Ability to pass Air Force background check for Cape Canaveral and Vandenberg.
• Ability and willingness to occasionally stand in a static position for extended periods.

ITAR REQUIREMENTS:

• To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here.

the company is an Equal Opportunity Employer; employment with the company is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.