Office Manager- Lead Admin

Full Time Job
AI, VR and Data

What we offer:
Competitive salary, includes health benefits (vision and dental included), paid vacation days. Current US work permit required.

What we are looking for:
We are looking for a sharp, highly organized, energetic, and good-humored Office Manager who enjoys partnering with employees and managers to manage our Pasadena office.

The role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, compliance and safety. The Office Manager position is responsible for overall front office activities and a range of important administrative tasks.

The position will report to the Head of Finance and Sales Operations.

Your responsibilities would include the following:

Office Management:
Receptionist responsibilities: welcome visitors, check mailroom
Maintain an orderly office environment area: kitchen & office suite
Create a friendly and welcoming atmosphere for guests and employees
Maintain a neat, clean and organized kitchen area throughout the day inclusive of restocking snacks/drinks, discarding outdated food items, cleaning up spills and loading and unloading dishwasher
Coordinate and set up catered lunches on Thursdays & company gatherings
Proactively research more desirable/cost-effective options for catering/snack vendors
Set up client meetings, board meetings etc.
Order supplies
Manage maintenance of office equipment
Ad hoc requests
Manage furniture needs (order, receive, layout, etc.)
Handle general office vendors & accounts - i.e. shipping services, food vendors, etc.
Coordinate day-to-day communication with landlord/building management
File management both electronically and physically
Maintain key information up to date

HR
Coordinate with external PEO and make sure they have everything they need in order to process payroll, onboarding, offboarding, promotions etc.
Make sure all-important employee documents are stored safely
In-office postings and documents for compliance
Maintain employee vacation calendar

Other administrative support
Book employee travel
Help approve and process employee expenses through Expensify.com
Receipt filing and reconciliation of corporate credit cards
Keep track regulations we need to be compliant with (e.g. foreign ownership disclosure), list dates when reports due to local/state/national authorities, and confirm we are compliant
Make sure that we have all business licenses, permits, etc. up to date
Keep track of i.e. city tax and make sure we pay on time
Keep track of insurance policies and renewal dates
Coordinate all patent and trademark applications with our patent and trademark attorneys
Provide monthly summary of ongoing projects to Head of Finance

Qualifications:
At least 5 years of previous experience in office management and/or administrative support
Bachelor's degree preferred but not required
Strong, well-developed organizational skills, detail-oriented, with ability to manage multiple tasks simultaneously
Highly reliable and responsive to incoming inquiries
Desire to work closely with others in a small, dynamic team
Excellent verbal and written communications skills required
Knowledge of applicable federal, state and local regulations governing facilities use and health and safety principles
Preferably experienced with HR-related matters