Office Manager

Mach9 Robotics Inc.; San Francisco, Northern (CA, KY); Hybrid; USD 100,000 - 150,000; Full time

Benefits offered by this job

Equity ownership

Medical, dental, and vision

401k

Unlimited PTO

Office lunch

AI credits

Job summary

Mach9 Robotics Inc. is seeking an exceptional Office Manager to own the office and workplace operations. This 100% in-office role requires you to run day-to-day activities, greet guests, and manage vendors, IT, and supplies, ensuring a smooth, welcoming environment.

You will report to the Head of Business Operations and Finance and collaborate across teams as the company scales from ~30 to ~75 employees. 2+ years in office ownership and strong prioritization are essential.

Qualifications

• 2+ years owning and managing the physical office of a startup or fast-paced company.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage many small, unrelated priorities simultaneously.
• Comfort coordinating with vendors, IT, and landlords.
• Service mindset with initiative and accountability.

Responsibilities

• Own day-to-day operation of the office, ensuring it is clean, organized, welcoming, secure, and highly functional.
• Greet guests and manage onsite interview experience from arrival to departure.
• Manage snacks, beverages, lunches, supplies, furniture, desks, and office equipment.
• Maintain relationships with vendors, landlord, cleaning, and maintenance providers.
• Oversee conference rooms, scheduling systems, and office technology.
• Coordinate outsourced IT, laptops, and equipment inventory.
• Support meetings, events, and onsite activities.
• Lead future office moves and related broker/landlord coordination.
• Address unexpected issues quickly as the startup scales.

Skills

Office ownership

Organizational skills

Attention to detail

multitasking

Job description

About Mach9

Every road, fiber route, transmission line, and data center starts with a survey. A surveyor measures the world, then turns those measurements into the CAD blueprint engineers build from. Mach9 makes AI CAD software for civil engineering that helps surveyors create the blueprint drawing in a fraction of the time.

The fact is simple: infrastructure software hasn't had a major breakthrough since the 1980s. Critical infrastructure projects are still being designed through decades-old software and disconnected workflows. Mach9 is betting AI-assisted drafting and surveying workflows are the missing link towards making infrastructure projects progress at the speed and scale the world needs.

Mach9 is backed by Quiet Capital, Y Combinator, Overmatch Ventures, Kyle Vogt (founder of Cruise), Amar Hanspal (former CEO of Autodesk), Scott Belsky (CPO of Adobe), Gokul Rajaram (former executive at DoorDash), and more.

About the Position

Mach9 is looking for an exceptional Office Manager to take complete ownership of our physical office and workplace operations.

We are approximately 30 people today and expect to grow to roughly 75 employees over the next 18 months. As the company scales, you will be responsible for making sure our office operates smoothly, professionally, and efficiently every day.

This isn't a role where you coordinate with others and assume things will get done. You own the office. If something needs to happen, you are responsible for making sure it happens.

This is a 100% in-office position with no hybrid option. You will report to the Head of Business Operations and Finance and work closely with employees across the company.

Your responsibilities will include:

• Own the day-to-day operation of the Mach9 office and ensure it is clean, organized, welcoming, secure, and highly functional.

• Greet guests, customers, candidates, investors, and vendors, and manage the onsite candidate interview experience from arrival through departure.

• Manage snacks, beverages, team lunches, kitchen supplies, office supplies, furniture, desks, monitors, and other workplace needs.

• Own relationships with office vendors, service providers, the landlord, and property management team, including cleaning, security/alarm, maintenance, building services, repairs, access, furniture, and other office-related needs.

• Manage conference rooms, scheduling systems, workplace technology, office access, and related tools and systems.

• Manage Mach9’s outsourced IT provider and own the physical inventory, assignment, setup, tracking, replacement, and collection of company laptops and other equipment.

• Support company meetings, team events, celebrations, visitors, and other onsite activities.

• Lead future office moves, including broker and landlord coordination, layouts, furniture, vendors, and move execution.

• Handle the unexpected issues that inevitably arise in a rapidly growing startup and take responsibility for solving them.

About You

You are organized, resourceful, highly dependable, and comfortable owning a broad range of responsibilities. You notice when something is wrong before someone has to point it out, and when you see a problem, you fix it.

You should have:

• 2+ years of experience owning and managing the physical office of a high-growth startup or similarly fast-paced company, with primary responsibility for the office rather than operating as part of a larger facilities team.

• Strong organizational skills and exceptional attention to detail.

• A high level of personal accountability. You follow through and close the loop.

• The ability to manage many small, unrelated priorities simultaneously without losing track of details.

• Strong judgment and the ability to determine what needs immediate attention and what can wait.

• Comfort managing basic workplace technology, IT vendors, computers, conference rooms, and office systems.

• Experience purchasing and managing office furniture, equipment, and supplies.

• Strong interpersonal skills and the ability to interact professionally with employees, candidates, customers, executives, landlords, and vendors.

• A service mindset without needing constant direction or supervision.

• Comfort working in a startup environment where responsibilities evolve quickly, and everyone pitches in when needed.

• You understand that owning the office isn't a 9-to-5 responsibility. If the office needs something, you take care of it—regardless of the hour.

Mach9's team is smart, driven, ambitious, and committed to building a category-defining company. People work hard, take ownership, and do what is necessary to succeed. We are looking for someone who wants to operate in that kind of environment.

Compensation & Benefits

Mach9 offers a competitive compensation package that includes:

• Competitive salary: $100k to $150k, based on experience

• Equity ownership in Mach9

• 100% employee coverage for medical, dental, and vision

• 401k

• Unlimited PTO and 8 paid holidays

• Daily office lunch and snacks

• Unlimited Cursor, ChatGPT, and Claude credits

• Monthly team offsites: Go-karting, Topgolf, etc.