Office & Operations Manager

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

• 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

Requirements

• 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


• Must meet U.S. government export-control eligibility requirements: U.S. citizen, lawful permanent resident, protected individual, or otherwise eligible for required authorizations


• Preferred: experience in defence technology, aerospace, government contracting, or regulated environments


• Preferred: familiarity with physical security systems, access control, and visitor management protocols


• Preferred: experience with employee events, all-hands meetings, and culture-building programmes


• Preferred: experience managing office expansions, relocations, or build-outs


• Preferred: familiarity with facilities management software or workplace operations platforms


• Preferred: prior dual-function facilities and executive operations experience

Core Competencies

Demonstrates expertise in office management and facilities operations, with a strong focus on vendor management, budget oversight, and cross-functional coordination. Proficient in supporting executive operations and enhancing workplace efficiency through effective project management and communication.

Highest-signal resume keywords

• Office Management


• Facilities Management


• Vendor Management


• Budget Management


• Cross-Functional Coordination

ATS Optimization Keywords

Hard Skills

• Facilities Contracts


• Office Infrastructure Coordination


• AV Systems Management


• Network Connectivity


• Budget Tracking


• Invoice Processing


• Emergency Protocols Development


• Space Planning


• Equipment Upgrades


• Inventory Management

Soft Skills

• Organizational Skills


• Written Communication


• Verbal Communication


• Proactive Problem Solving


• Professionalism

Certifications & Qualifications

• U.S. Citizenship


• Security Clearance Eligibility

Industry Keywords

• Technology Environment


• Startup Environment


• Defence Technology


• Government Contracting


• Regulated Environments

Tools & Technologies

• Facilities Management Software


• Workplace Operations Platforms


• Access Control Systems


• Visitor Management Protocols