Onsite Office Manager & Events Lead

HavocAI Inc.; North Kingstown (RI); Hybrid; USD 52,000 - 78,000; Full time

Benefits offered by this job

100% Employer paid Health Insurance

Dental and Vision Insurance for you

Life Insurance (Employer Paid)

401k (Matching)

Unlimited PTO (2 week minimum)

Equity Package

Work / Home Office Stipend

Global Entry

16 Week Paid Parental Leave

Monthly Health and Wellness Stipend

Job summary

HavocAI is seeking an Office Manager for its North Kingstown, RI headquarters to oversee day-to-day operations, shipping, visiting experience, and executive/event support. You will coordinate facilities, vendors, and office services to ensure a polished, professional workplace.

You will work closely with teams across HavocAI, anticipate needs, solve problems quickly, and help scale our growing office while maintaining security and a safe, welcoming environment for employees, candidates,

Qualifications

• 1–3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations or a related role
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and see tasks through to completion
• A proactive, resourceful approach to spotting and solving problems
• Strong written and verbal communication skills
• Professional, friendly and service-oriented with employees, candidates, visitors and vendors
• Discretion with confidential or sensitive information
• Comfortable with Microsoft Office, Slack or similar workplace tools
• Able to work onsite five days a week at our North Kingstown, RI office
• Able to occasionally lift, move or organize office supplies and equipment
• U.S. citizenship or U.S. person status, per our facility requirements

Responsibilities

• Office Operations & Facilities: Own day-to-day office operations, including maintenance, repairs, utilities, furniture, supplies, shared spaces, security systems and overall workplace readiness.
• Vendor & Administrative Management: Manage property management, contractors, cleaners and other vendors, including service schedules, contracts, invoices, expenses, inventory and operational records.
• Front Desk & Visitor Experience: Be the main onsite point of contact for employees, candidates, visitors, executives, VIPs, vendors and deliveries. Manage visitor procedures and keep the office professional and welcoming.
• Executive & Event Support: Provide onsite administrative and logistical support for executives, VIP visits, customer meetings, company events, team gatherings and offsites. Coordinate meeting spaces, catering, vendors, supplies, setup and day-of logistics.
• Shipping & Receiving: Manage incoming and outgoing mail, packages, equipment, food deliveries and other shipments. Coordinate carriers and pickups, track deliveries, and make sure everything is received, organized and distributed correctly.
• Employee & Workplace Support: Support office access, workspace setup, supplies and day-to-day employee needs. Maintain conference rooms, kitchens and common areas, and support workplace safety, security and emergency preparedness.
• Cross-Functional Operations & Communication: Share office updates and procedures, respond to unexpected needs, and find ways to improve office operations and the employee experience.

Skills

Office admin

Front desk ops

Facilities coordination

Communication

Problem solving

Discretion

Microsoft Office

Slack

Onsite work

Physical tasks

US citizen

Tools

Microsoft Office

Slack

Job description

HavocAI is seeking an Office Manager for its North Kingstown, RI headquarters to oversee day-to-day operations, shipping, visiting experience, and executive/event support. You will coordinate facilities, vendors, and office services to ensure a polished, professional workplace.

You will work closely with teams across HavocAI, anticipate needs, solve problems quickly, and help scale our growing office while maintaining security and a safe, welcoming environment for employees, candidates,