Office Manager

DUTIES & RESPONSIBILITIES As an Office Manager in our California office, you will report to the US VP of Strategy and Product Development. You will support the day-to-day administrative and operational needs of a growing engineering organization. You will manage office logistics including supplies, procurement, shipping and receiving, travel coordination, expense reporting and facility interfaces, ensuring efficient and reliable execution of routine operations.

You will also be a primary point of contact for office-related coordination with internal teams, vendors and visitors, helping maintain a professional and well-functioning workplace. Specific duties include (but are not limited to): Manage day-to-day office operations, ensuring a clean, organized, and efficient work environment; Support the setup and establishment of a new office location, including coordination of furniture, equipment, IT infrastructure and vendor services; Interface with facility management organizations, landlords, and service providers to support office build-out, maintenance, access control and infrastructure needs; Coordinate procurement of office supplies, equipment, and services, including tracking orders, inventory, and vendor interactions; Support purchasing activities, including preparing purchase requests, tracking orders, and coordinating with internal stakeholders and vendors; Manage shipping and receiving activities, including handling incoming/outgoing packages, coordinating shipments (including international shipments), and maintaining shipment records; Support expense reporting processes, including collection, tracking, and submission of employee expenses in accordance with company policies; Coordinate travel logistics, including booking flights, hotels, and transportation, including international travel as needed; Serve as the front-facing representative for the office, greeting visitors, supporting meetings, and ensuring a professional office environment; Coordinate scheduling of meetings, conference rooms, and office events, including support for internal and customer-facing activities; Maintain organized records of office operations, vendor contacts, procurement activities, and administrative documentation; Support onboarding logistics for new employees, including workspace setup, equipment coordination, and general office orientation; Assist with coordination across international teams and headquarters, helping ensure smooth communication and alignment across time zones and cultural interfaces; Develop, prepare, and maintain presentation materials, brochures, and other collateral for conferences, customer engagements, and public-facing events, coordinating with engineering and communications teams as needed; Assist with general administrative and operational tasks as needed to support a growing and dynamic engineering organization; GENERAL REQUIREMENTS Associate’s or Bachelor’s degree in Business Administration, Economics (or a related field) or equivalent practical experience; At least 5 years of experience in office administration, operations or administrative support roles; U.

S. Citizenship or U.S. Permanent Residency is required; REQUIRED EXPERIENCE & SKILLS Team player and a “Do what it takes” attitude; Experience managing office operations, including supplies, procurement, and vendor coordination; Experience in supporting purchasing and expense reporting processes; Experience in coordinating shipping and receiving, including tracking and documentation; Experience in coordinating travel arrangements and scheduling support; Strong organizational skills with ability to manage multiple tasks and priorities in a fast-paced environment; Strong attention to detail and ability to maintain accurate records and documentation; Strong communication and interpersonal skills, with ability to interact professionally with employees, vendors, visitors and international stakeholders; Ability to work independently with ownership and accountability for assigned responsibilities; Proficiency with common office and business tools (e.

g., Microsoft Office, expense/reporting systems). Strong organizational and execution skills, with the ability to manage multiple priorities simultaneously while maintaining accurate schedules and operational discipline.

PREFERRED SKILLS

Previous experience in supporting office setup, relocation or facility build-out activities; Experience working with landlords, facility management teams, or building service providers; Experience supporting engineering or technical organizations in aerospace, defense, or high-technology environments; Familiarity with procurement and vendor management processes in a corporate setting; Experience supporting international teams or working in a multicultural environment; Experience coordinating international shipments, travel, or vendor interactions; Familiarity with accounting or expense management systems (e.

g., Concur or similar); Strong problem-solving skills and ability to adapt to evolving operational needs. IMPORTANT NOTICE To conform to U.S. Government international trade regulations, the applicant must be a U.S. Citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.

S. Department of State or U.S. Department of Commerce. ARGOTEC OFFERS Annual incentive pay is based upon performance and commensurate with the level of the position. Generous benefit package, including medical, dental, and vision plans, 401(k) with 100% match up to 8%, life insurance, 3 weeks paid time off, tuition reimbursement, and more.

As an Equal Opportunity Employer, this announcement is aimed at both sexes, under laws 903/77 and 125/91, and to people of all ages and all nationalities, under legislative decrees 215/03 and 216/03. Argotec is committed to fostering an inclusive, accepting, and diverse environment free of discrimination based on race, color, age, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.