Office Manager

PaleBlueDot AI; Palo Alto (CA); On-site; USD 65,000 - 110,000; Full time

Job summary

PaleBlueDot AI in Palo Alto is seeking an Office Manager to build and run a high-functioning US hub. You will drive office setup, vendor coordination, local operations, and cross-border collaboration with our global team.

From lease negotiations and equipment procurement to travel support, events, and compliance with California labor laws, you will be the central owner of the office and its culture, partnering with HR and Marketing to enable the US team to perform at its best.

Qualifications

• 0–5 years in office management or operations.
• Knowledge of local labor laws and business environment in California.

Responsibilities

• Office Setup & Infrastructure: lead end-to-end setup of the Palo Alto office including location selection, lease negotiations, interior design, and procurement of equipment/supplies.
• Vendor relationships: manage IT, facilities, utilities and ensure compliance with local health, safety, and labor regulations.
• Daily Operations & Administration: oversee logistics, maintenance, security, cleaning, travel arrangements, meeting coordination, and document management.
• Office budgets: track expenses and provide financial reporting.
• Marketing events support: collaborate with the Marketing team for local events.
• Local Compliance & Business Support: liaise with local government agencies for company registration, tax filings, and regulatory compliance.
• HR-related tasks: onboarding and payroll coordination with HR, adherence to local labor laws.
• Cross-border collaboration: facilitate communication between local office and global teams.
• Team engagement: organize team-building activities and local cultural events to boost employee engagement.

Skills

Office management

Administration

Operations

Vendor coordination

Event support

Budget management

HR support

Job description

We’re looking for someone who can help build and run our Palo Alto office as a high-functioning hub for our US team - from office setup and vendor coordination to local operations, event support, and cross-border collaboration with global team.

Key Responsibilities:

• Office Setup & Infrastructure
• Lead end-to-end setup of the office, including location selection, lease negotiations, interior design, and procurement of equipment/supplies.
• Manage vendor relationships (IT, facilities, utilities) and ensure compliance with local health, safety, and labor regulations.
• Coordinate with headquarters to align office infrastructure with global standards.
• Daily Operations & Administration & Marketing Events
• Oversee office logistics: maintenance, security, cleaning, and space optimization.
• Provide administrative support to the local team, including travel arrangements, meeting coordination, and document management.
• Manage office budgets, expense tracking, and financial reporting.
• Collaborate with the Marketing team to support local marketing events.
• Local Compliance & Business Support
• Act as the primary liaison for local government agencies, handling company registration, tax filings, and regulatory compliance.
• Support HR-related tasks (e.g., onboarding, payroll coordination with HR) and ensure adherence to the local labor laws.
• Research and interpret local policies impacting business operations.
• Facilitate communication between local office and global teams, ensuring alignment with company culture and goals.
• Organize team-building activities and local cultural events to enhance employee engagement.

Qualifications:

• Experience: 0-5 years in office management, administration, or operations, preferably in a multinational or tech-driven environment.
• Knowledge: Deep understanding of local's business environment, labor laws, and cultural norms.