Office Manager San Jose

Hark, Inc.; San Jose (CA); On-site; USD 80,000 - 140,000; Full time

Job summary

Hark, Inc. is seeking an Office & Facilities Manager to own the physical office and operations. You will partner with leadership, People Ops, and Finance to ensure smooth operations, events, and onboarding from day one.

This high-ownership role requires managing budgets, vendor relationships, travel logistics, and office safety with autonomy. You’ll enable rapid growth while maintaining a welcoming, well‑organized space.

Qualifications

• 3+ years in office management, executive assistance, or operations.
• You’ve owned a physical space and the systems around it.
• Strong written and verbal communication with vendors, leadership, and new hires.
• Ability to manage multiple priorities independently and with autonomy.

Responsibilities

• Manage all aspects of the physical office, supplies, equipment, facilities, and vendors.
• Point of contact for building management; coordinate with cleaners and facilities vendors.
• Handle mail, packages, and deliveries; keep logistics organized and on track.
• Provide calendar and scheduling support for leadership across time zones.
• Coordinate domestic and international travel; book flights and hotels.
• Support onboarding logistics; set up desks, access, and orientation.
• Plan and execute team events, offsites, and celebrations end-to-end.
• Manage the office budget and track expenses; ensure compliance and safety.

Skills

Office management

Executive assistance

Operations

Google Workspace

Communication

Tools

Google Workspace

Job description

Hark is an artificial intelligence company building advanced, personalized intelligence. One that is proactive, multimodal, and capable of interacting with the world through speech, text, vision, and persistent memory.

We're pairing that intelligence with next-generation hardware to create a universal interface between humans and machines. While today's AI largely operates through chat boxes and decade-old devices, Hark is focused on what comes next: agentic systems that interact naturally with people and the real world.

To get there, we're developing multimodal models and next-generation AI hardware together - designed from the ground up as a single, unified interface for a new era of intelligent systems.

About the Role

You'll own the physical and operational foundation of Hark's office. This role is the connective tissue between our space, our people, and the vendors and systems that keep everything running - so the team can focus on building.

You'll work closely with leadership, People Ops, and Finance to make sure the office runs smoothly, events land well, and new hires feel set up from day one. This is a high-ownership role - you'll manage real budgets, real vendor relationships, and real logistics, with a lot of autonomy to do it your way.

Responsibilities

• Manage all aspects of the physical office. Own supplies, equipment, facilities, and vendor relationships - and make sure the space is consistently well-stocked, clean, and welcoming.
• Serve as the primary point of contact for building management. Coordinate with cleaning services, maintenance, and facilities vendors to resolve issues quickly.
• Handle mail, packages, and deliveries. Keep incoming and outgoing logistics organized and on track.
• Provide calendar and scheduling support for leadership. Manage competing priorities across time zones and keep things moving.
• Coordinate domestic and international travel. Book flights, hotels, and ground transportation - and handle changes when plans shift.
• Support new hire onboarding logistics. Coordinate desk setup, equipment, system access, and office orientation so every new hire starts strong.
• Plan and execute team events, offsites, and celebrations. Own the full event lifecycle - from catering and venue to day-of execution.
• Manage the office budget and track expenses. Maintain accurate records and support compliance with local regulations and office safety requirements.

Requirements

• 3+ years in office management, executive assistance, or operations. You've owned a physical space and the systems around it - and you know what "good" looks like.
• Exceptional organizational skills and attention to detail. You track a lot of moving pieces without dropping any of them.
• Strong written and verbal communication. You can interface with vendors, leadership, and new hires with equal ease.
• Ability to manage multiple priorities independently. You don't need a lot of hand-holding - you figure out what matters and get it done.
• Proficiency with Google Workspace. Gmail, Calendar, Drive, Docs, and Sheets are part of your daily workflow.

Bonus Qualifications

• Experience with expense management tools - Ramp, Expensify, or similar.
• Background coordinating HR or People Ops administrative tasks.
• Experience managing catering programs or recurring food vendors.

Compensation

The US base salary range for this full-time position is between $80,000 - $140,000 annually.

The pay offered for this position may vary based on several individual factors, including job-related knowledge, skills, and experience. The total compensation package may also include additional components/benefits depending on the specific role. This information will be shared if an employment offer is extended.