Office & Operations Manager

NODA AI•Austin, TX

5d•Hybrid

About The Position

NODA AI is seeking an Office & Operations Manager to own the company's workplace operations and serve as an operational partner to the Executive Assistant and leadership team. This role ensures the office environment is functional, well-maintained, and supportive of a fast-growing engineering and mission-focused team. The position contributes to the operational rhythm, employee experience, and cross-functional coordination essential for business operations. This is a senior operational ownership role that combines facilities management, vendor oversight, IT liaison, and executive operations support, distinct from a front-desk or reception position. The Office & Operations Manager will collaborate closely with the Executive Assistant, People Operations, IT, and leadership to ensure seamless operations and maintain the high standards required by the company's mission. As NODA grows, this role is expected to scale with the business, taking on increased operational scope and responsibility.

Requirements

5+ years of experience in office management, facilities management, executive operations, or workplace operations, ideally in a technology, startup, defence, or high-growth environment.
Demonstrated experience managing vendor relationships, facilities contracts, and building coordination across a professional office environment.
Experience coordinating with IT teams on office infrastructure, AV systems, network, and hardware needs.
Experience supporting executive operations, including partnering with an EA or leadership team on scheduling, events, and cross-functional coordination.
Strong organisational skills with the ability to manage multiple concurrent projects, vendors, and priorities without losing track of details.
Experience managing budgets, processing invoices, and tracking facilities-related expenses.
Excellent written and verbal communication, with the ability to build strong relationships across all levels of the organisation, with external vendors, and with building management.
Proactive and solutions-oriented, identifying what needs to happen before being asked and resolving issues independently.
High level of discretion and professionalism in handling sensitive business and personnel matters.
U.S. Citizenship with the ability to obtain a security clearance.

Nice To Haves

Experience in a defence technology, aerospace, government contracting, or similarly regulated environment.
Familiarity with physical security systems, access control, and visitor management protocols in a secure or controlled environment.
Experience supporting employee events, all-hands meetings, and culture-building programmes in partnership with an EA or People Operations team.
Experience managing office expansions, relocations, or build-outs in a high-growth company.
Familiarity with facilities management software or workplace operations platforms.
Prior experience in a dual-function role spanning both facilities and executive operations support.

Responsibilities

Own the day-to-day operations and maintenance of NODA AI's Austin office, ensuring the environment is clean, functional, secure, and well-stocked at all times.
Serve as the primary point of contact for building management, coordinating on maintenance requests, building updates, access control, security systems, HVAC, and other facilities matters.
Manage all office vendor relationships including cleaning services, supplies, furniture, equipment, food and beverage, and other facilities-related providers, owning contracts, invoicing, and performance oversight.
Coordinate with IT on office infrastructure including network connectivity, hardware installation, AV systems, conference room technology, and building-related IT updates and upgrades.
Manage office access, badge systems, visitor management, and physical security protocols in coordination with IT and the security function.
Own office supply procurement and inventory management, maintaining appropriate stock levels across all office areas.
Identify and manage facilities improvement projects including space planning, furniture reconfiguration, equipment upgrades, and office expansions as the team grows.
Partner with the Executive Assistant to plan and execute employee events, team celebrations, all-hands logistics, and culture-building activities, taking ownership of logistics and vendor coordination for those programmes.
Support onboarding logistics for new hires including desk setup, equipment coordination, access provisioning, and first-day office readiness in partnership with People Operations and IT.
Manage office-related budgets, track expenses, process invoices, and provide regular reporting on facilities and vendor spend to leadership.
Develop and maintain office policies, procedures, emergency protocols, and vendor documentation to support a well-run and audit-ready workplace.
Support the Executive Assistant and leadership team on operational priorities, special projects, and cross-functional initiatives that require coordination across the business.
Serve as a reliable operational presence in the office, ensuring leadership and the broader team always have a consistent, trusted point of contact for workplace and operational needs.

Benefits

Comprehensive medical, dental, and visions plans
401(k) Retirement Savings Plan to invest in your long-term retirement goals + Company match
Equity grants for new hires
Unlimited PTO
11 Paid holidays
Extremely generous company holiday calendar, including a holiday hiatus in November, & December.
Generous Parental Leave
Military Leave for annual training or service requirements
FSA
DCFSA
HSA
Professional Development Opportunities
Access to One Medical
Mental Health Resources: We provide free mental health resources 24/7 including therapy and more. Additional work-life services, such as free legal and financial support, are available to you as well.