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About the Role
The Office Manager owns the physical workplace environment, vendor relationships, and facilities infrastructure that allows our team to focus on building what matters. This role is responsible for the facilities, vendors, building relationships, and operational infrastructure that keeps the office environment functional, well-maintained, and ready to support a fast-growing engineering and mission-focused team. This is an operational ownership role for someone who takes pride in running a well-functioning workplace, builds strong vendor and facilities relationships, and partners closely with the Executive Assistant, People Operations, and IT to keep the environment and the team well supported.
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
Requirements
- 5+ years of experience in office management, facilities management, 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 partnering with People Operations, IT, and an EA or leadership team on office-related logistics and employee experience
- 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
Skills
- Ownership mindset, taking full responsibility for the office environment, vendor relationships, and operational commitments without needing to be asked
- Detail-oriented, maintaining a high standard of organisation, cleanliness, and operational readiness across all office areas and vendor relationships
- Resourceful problem-solver, finding practical solutions quickly when facilities and vendor issues arise
- Trusted partner to the Executive Assistant, People Operations, and IT, coordinating effectively across functions without creating friction
- Strong vendor manager, building relationships based on accountability, clear expectations, and consistent follow-through
- Calm under pressure, managing competing priorities and unexpected issues without losing composure or quality
- Mission driven, with a genuine interest in and respect for NODA AI's defence mission and the people who serve it
Location
- Austin, TX
Work Type
- Hybrid, 3 days per week
Experience Level
- 5+ years of experience
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.
About the Company
- NODA is a Veteran-owned, venture-backed technology company that is transforming how unmanned systems collaborate in complex, mission-critical environments.
- We are developing next-generation solutions that enable the autonomous orchestration of heterogeneous unmanned systems across air, sea, land, and space with vital applications in the defense, intelligence, and commercial sectors.
- Our Operations team plays a critical role in ensuring NODA runs smoothly as we scale.
- Joining NODA means working on meaningful technology that pushes the boundaries of autonomy alongside a team that thrives on innovation, rapid iteration, and collaboration.
Equal Opportunity
- NODA AI is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace and to maintaining equitable employment and hiring practices.
- We provide equal employment opportunities to all applicants and employees and make all employment decisions without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.
- As a federal contractor, NODA AI complies with all applicable equal employment opportunity and affirmative action requirements, including Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 (VEVRAA), as amended.
- We are committed to providing reasonable accommodations to qualified applicants and employees with disabilities throughout the recruiting, hiring, and employment process.
- Consistent with applicable federal, state, and local laws, qualified applicants with criminal histories will be considered for employment in a manner consistent with applicable fair chance and ban-the-box laws, including the Fair Chance Initiative for Hiring Ordinance where applicable.
- We actively encourage qualified individuals of all backgrounds, including women, minorities, protected veterans, and individuals with disabilities, to apply.
- NODA AI is committed to fostering an inclusive, supportive, and accessible work environment for all applicants and employees.
- If you require accommodations or assistance during the application process, please don’t hesitate to reach out to us at careers@NodaIntelligence.ai or contact your recruiter so we can provide the support you need.