Space Office & Logistics Lead — In‑Person (Pasadena)

Sophia Space Inc; Pasadena (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Sophia Space Inc. seeks an Office Manager to run the front office and lab support at our Pasadena, CA site. You’ll receive packages, manage stock, coordinate vendors, and onboard new teammates, enabling engineers to focus on hardware development.

You’ll implement scalable processes, report to the VP of Finance, and work with Engineering and IT. This is a hands-on, on-site role requiring five days per week on-site in Pasadena.

Qualifications

• 3–5 years of experience running day-to-day office or site operations.
• Hands-on shipping and receiving experience, including carrier business accounts (FedEx, UPS) and freight deliveries.
• Experience using a spend-management or procurement tool (Ramp, Brex, Coupa) to track purchases or confirm receipts.
• Experience following purchasing and receiving procedures, with accurate records and documentation.
• Strong organization and follow-through. You close the loop on every package, request, and vendor issue.
• Clear written and verbal communication with engineers, vendors, and Finance.
• Comfortable with spreadsheets and shared online tools.
• Comfortable using AI tools in day-to-day work — interested in adopting AI assistants and agents to work faster and better.
• Ability to work on-site five days a week during set business hours.

Responsibilities

• Shipping & Receiving (Primary) — Receive, inspect, and log every inbound package and freight delivery; match to PO and confirm receipt; manage outbound shipments.
• Vendor & Order Follow-Up — Record ship dates, follow up on non-shipped items, and provide weekly open-order reports.
• Office & Lab Supplies — Keep stock within budget; set reorder points; ensure receipts and coding.
• Facilities — Coordinate repairs, deliveries, service visits, and invoices; maintain spaces and storage.
• Onboarding Logistics & Visitors — Prepare desks, badges, and equipment; greet visitors and candidates.
• Inventory Support — Support counts, tag assets, and report disposals and transfers.
• Month-End Cutoff — Confirm receipts and report items received but not invoiced.

Skills

Shipping & Receiving

Office operations

Procurement tools

Purchasing procedures

Organization

Communication skills

Spreadsheet skills

AI tools

On-site work

Tools

Ramp

Brex

Coupa

Job description

Sophia Space Inc. seeks an Office Manager to run the front office and lab support at our Pasadena, CA site. You’ll receive packages, manage stock, coordinate vendors, and onboard new teammates, enabling engineers to focus on hardware development.

You’ll implement scalable processes, report to the VP of Finance, and work with Engineering and IT. This is a hands-on, on-site role requiring five days per week on-site in Pasadena.