Office Manager

About the Role

As Office Manager at HavocAI's operational headquarters in North Kingstown, RI, you'll be at the center of our day-to-day workplace experience, keeping the office running smoothly, efficiently and professionally. You'll own the details that keep our team moving: shipping and receiving, events, visitors and office operations.

This role combines workplace operations with hands-on executive and event support. You'll create a polished experience for employees, candidates, customers, partners and visitors. You'll also support executives onsite and make sure meetings and events run seamlessly. You'll work closely with teams across the company, anticipate needs, solve problems quickly, and keep improving how we support our growing team.

Key Responsibilities and Requirements

• Office Operations & Facilities: Own day-to-day office operations, including maintenance, repairs, utilities, furniture, supplies, shared spaces, security systems and overall workplace readiness. Do regular walkthroughs to find and fix issues early.
• 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.

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

Preferred Skills

• Experience supporting a fast-growing startup or technology company
• Experience managing office repairs, maintenance schedules, vendor relationships and service contracts
• Familiarity with workplace safety, building access, security and emergency procedures
• Experience tracking office budgets, expenses, inventory and invoices

Benefits

• 100% Employer paid Health Insurance
• Dental and Vision Insurance for you and your families
• Life Insurance (Employer Paid)
• Ability to participate in the companies 401k program (Matching)
• Unlimited PTO policy with an enforced 2 week minimum
• Equity Package
• Work / Home Office Stipend
• Global Entry
• 16 Week Paid Parental Leave
• Monthly Health and Wellness Stipend