On-Site Office & Lab Operations Lead

Sophia Space Inc.; Pasadena (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Sophia Space Inc. in Pasadena, CA, seeks an on-site Office Manager to own front door operations and the office behind it. You will receive packages, route to engineers, stock the office and lab, and coordinate with building vendors.

You’ll formalize processes to scale as the team grows and work with Finance, Engineering, and IT. You’ll ensure desk setup for new hires, manage inventory, and support month-end reconciliations, while embracing AI tools to improve efficiency and accuracy.

Qualifications

• 3–5 years of experience running day-to-day office or site operations
• Hands-on shipping and receiving experience, including carrier accounts
• Experience using spend-management tools to track purchases or receipts
• Experience following purchasing and receiving procedures with accurate records
• Clear written and verbal communication with engineers, vendors, and Finance

Responsibilities

• Shipping & Receiving (Primary) — log inbound packages, match to orders, confirm receipt in spend-management system
• Vendor & Order Follow-Up — track ship dates, follow up if delayed, and report status to Finance
• Office & Lab Supplies — keep stock within budget, set reorders, and code receipts
• Facilities — coordinate repairs, deliveries, and service visits, manage vendor invoices
• Onboarding Logistics & Visitors — prepare desks, badges, equipment, and greet visitors
• Inventory Support — assist with equipment counts and asset register
• Month-End Cutoff — confirm receipts and report items not invoiced

Skills

Office operations

Shipping & receiving

Vendor follow-up

Record-keeping

Communication

Tools

Ramp

Brex

Coupa

Job description

Sophia Space Inc. in Pasadena, CA, seeks an on-site Office Manager to own front door operations and the office behind it. You will receive packages, route to engineers, stock the office and lab, and coordinate with building vendors.

You’ll formalize processes to scale as the team grows and work with Finance, Engineering, and IT. You’ll ensure desk setup for new hires, manage inventory, and support month-end reconciliations, while embracing AI tools to improve efficiency and accuracy.