Operations Associate and Office Management

Voyant Photonics•New York, NY

11d•Onsite

About The Position

Voyant Photonics, based in the heart of New York City, is transforming machine perception with a new class of LiDAR devices that are compact enough to fit in the palm of your hand and powerful enough to measure range, velocity, and reflectivity with unparalleled accuracy. By leveraging cutting-edge silicon photonic chips smaller than your fingertip, we deliver sensors that are not only revolutionary in performance but also affordable enough to integrate into any system. Our technology disrupts the status quo of bulky, expensive, and power-hungry LiDAR systems, making high-precision sensing accessible for widespread adoption in robotics, autonomous vehicles, drones, industrial automation, and beyond. With Voyant, the next generation of machines can see, understand, and navigate the world like never before. Discover how we’re redefining what’s possible by making real products out of cutting edge research in silicon photonics. We are seeking a highly organized and proactive Operations Associate and Office Manager to join our team. This full-time, in-person role, five days a week, sits at the center of our fast-moving hardware tech environment. You will help keep the engine running by owning day-to-day office operations, coordinating events, managing logistics, and supporting the automation of processes that keep the company operating efficiently. Your work will directly contribute to the success of our hardware programs, where strong operational execution is essential. You will also partner closely with our People team to support onboarding, offboarding, IT coordination with third-party partners, employee experience for both in-office and remote team members, and a smooth and personal experience for every candidate who walks through our doors or travels to meet us. This is an exciting opportunity to be an integral part of a hardware company surrounded by some of the brightest and most passionate team members. You will help shape our culture and operational excellence as we scale. If you thrive in a fast-paced environment and enjoy taking ownership of core operational responsibilities, we would love to hear from you.

Requirements

Proven experience in office management or similar roles.
Strong organizational skills with the ability to multitask and prioritize effectively.
Excellent communication skills for vendor and team coordination.
Proficiency in Microsoft Office and Google Workspace; familiarity with administrative tools and systems.
Self-starter with a proactive approach to problem-solving.

Nice To Haves

Basic knowledge of export control processes and shipping logistics is a plus.

Responsibilities

Organize monthly company events, including budgeting and logistics.
Provide support for ad hoc events and special projects as they arise throughout the year
Maintain office equipment, snacks, and supplies; handle restocking and upkeep.
Organize mid-day office events as needed.
Serve as the primary point of contact for office-related issues, including:
Vendor and landlord relations.
Managing building maintenance requests (e.g., AC, bathroom repairs).
Handling lease contracts and renewals.
Coordinate logistics for 3-5 annual conferences, including booth arrangements, travel planning, and presentation materials.
Interface with web designers and graphic designers to coordinate website feedback and updates.
Oversee shipping processes for suppliers and hardware, ensuring accurate labels and customs documentation.
Collaborate with Chris, Voyant’s Co-founder on export control paperwork and resolve shipping classification disputes with FedEx.
Facilitate employee onboarding, including:
Account setup for Microsoft/Google.
Trinet integration.
Laptop procurement and shipping.
Admin console access for role-specific tools.
Partner with finance to manage bill payments and ensure timely processing of invoices.
Scheduling support as needed for Voyant’s leaders
Prepare, send, and track NDAs, ensuring they are completed, countersigned by executives and properly filed.
Own onboarding and offboarding logistics to ensure a smooth, welcoming, and well-coordinated employee journey.
Manage IT setup and access for new hires in partnership with third parties.
Oversee employee experience initiatives, including office culture, celebrations, and employee support needs.
Act as the candidate experience lead, ensuring every candidate has a warm, personal, well-coordinated hiring journey, including interview logistics and travel support.
Partner closely with the Head of People on people operations tasks and special projects.
Manage daily company lunch: Coordinate catering, set up lunch service, track dietary preferences, and ensure a smooth dining experience for all employees.
Coordinate board meetings: Schedule meetings, prepare and distribute agendas and materials, reserve meeting spaces or virtual links, manage logistics, and take follow-up notes to ensure efficient and effective board sessions.
Maintain comprehensive records of contracts in coordination with Chris.
Manage office-related bills and invoices, transitioning away from prior inefficiencies.
Assist with miscellaneous tasks as needed to support office functionality.