Office Manager

LeoLabs, Inc.•Menlo Park, CA

4d•Onsite

About The Position

We are seeking a highly organized and professional Office Manager to ensure smooth daily operations at our Headquarters in Menlo Park, CA - a fast-paced corporate and manufacturing environment. This role serves as the front-facing representative of the facility while providing administrative, logistical, and cross-functional support to supply chain, radar engineering, and leadership teams. The ideal candidate is detail-oriented, adaptable, and confident working in a regulated environment, including areas subject to ITAR requirements. Though a full-fledged office environment, our Headquarters primarily functions as a radar engineering, warehousing, and manufacturing hub. Officially, you will be joining the Supply Chain Management department within the Radar team and will report to the Associate Director of Supply Chain Management. This is an on-site role at our Headquarters in Menlo Park, CA, 5 days a week.

Requirements

5+ years of office administration, operations, or facilities management experience (manufacturing or enterprise environment preferred)
Ability to manage multiple priorities independently, take initiative, and work with minimal supervision
Excellent organizational, time-management, and communication skills; comfortable interacting professionally with all levels of staff, leadership, and external stakeholders
Ability to handle sensitive and confidential information with discretion and sound judgment
High attention to detail with strong problem-solving mindset
Proficiency in Microsoft Office Suite (Word, Outlook); ability to maintain spreadsheets, contact lists, and distribution lists
Experience managing vendor contracts, relationships, and billing
Comfortable with light cleaning tasks and running errands
valid driver's license required; mileage reimbursement provided

Nice To Haves

Experience in manufacturing, warehouse, or regulated environments
Experience coordinating events, meetings, and catering logistics
Knowledge of health & safety compliance, emergency protocols, and facility management
Familiarity with IT security protocols and device management
Experience with document management systems and confidential document handling

Responsibilities

Serve as front-desk point of contact; manage visitor check-in/check-out, badging, background checks, and security protocols (including ITAR compliance)
Manage relationships with landlords, contractors, and service vendors (cleaning, utilities, catering, IT, waste management, etc.); oversee contracts, billing, and issue resolution
Coordinate building maintenance, modifications, and facility improvements; conduct routine walkthroughs to identify needs and ensure compliance
Manage office equipment inventory (furniture, printers, kitchen equipment, refrigeration)
Assist with domestic and international new hire onboarding logistics: workspace setup, equipment coordination, badging, and swag distribution
Manage office supplies and snacks budgets, including vendor selection, ordering, inventory, and kitchen maintenance
Handle incoming/outgoing mail, document scanning, filing, preparation and shipping of legal documents, and secure destruction of confidential materials
Schedule conference room bookings and provide calendar/meeting coordination support to senior leadership
Coordinate catering and logistics for meetings, events, and executive/VIP visits
Ensure medical and emergency equipment (AED, First Aid kits) are maintained and documented; coordinate CPR training and fire safety protocols with Fire Marshal
Maintain emergency evacuation maps and workplace safety documentation; serve as first point of contact for emergency services
Act as quality representative for internal/external audits; drive closure of action items and maintain ITAR compliance awareness
Manage office-wide communications, corporate newsletter, and internal bulletin boards
Plan and execute office events (game nights, BBQ, holiday party, celebrations) and milestone recognition; coordinate team-building activities
Coordinate with HR on in-office interviews, employee information, and administrative needs
Coordinate with Legal for document signatures, notarization, and compliance matters
Serve as backup support to Admin team for last-minute office needs
Assist with ITAR/NDA form execution and processing
Coordinate with IT relating to company devices and security protocols
Run various errands as required (valid driver's license required; mileage reimbursement provided)