Harmattan AI
Office Manager
1mo ago
Worldwide
Manage administrative and office procedures to ensure smooth operation in a fast-paced environment.
About the company
- Harmattan AI is a next-generation defense prime building autonomous and scalable defense systems. Following the close of a $200M Series B, valuing the company at $1.4 billion, we are expanding our teams and capabilities to deliver mission-critical systems to allied forces.
- Our work is guided by clear values: building technologies with real-world impact, pursuing excellence in everything we do, setting ambitious goals, and taking on the hardest technical challenges. We operate in a demanding environment where rigor, ownership, and execution are expected.
Responsibilities
- As an Office Manager at Harmattan AI, you will play a pivotal role in ensuring the smooth operation of our administrative and office procedures. You will be part of a dynamic Operations team, supporting various departments to maintain efficiency and productivity in a fast-paced environment.
- Workplace Management
- Administrative Oversight: Oversee daily administrative operations, including managing office supplies and handling office correspondence.
- Logistics and Mail Handling: Manage incoming and outgoing packages, postal services, and courier logistics.
- Facilities Management: Ensure the office environment is constantly well-maintained and conducive to productivity. Oversee renovations, repairs, and building maintenance.
- Soft Services Management: Supervise cleaning, catering, reception, and other non-technical services. Ensure high-quality food and snack offerings and monitor supply levels.
- Workspace Planning & Optimisation: Proactively anticipate workspace needs and design seating and layout plans aligned with team growth. Ensure a seamless and welcoming office experience for new joiners from day one.
- Process & Systems Management: Develop and maintain efficient processes to streamline office operations. Oversee workplace systems and equipment to ensure reliability, and coordinate timely upgrades when necessary.
- Internal Events & Operations
- Travel & Accommodation: Arrange domestic and international travel, including transportation and hotel bookings.
- Documentation Management: Distribute and track internal/external documents requiring signature.
- Event Planning: Support internal and external event coordination, from logistics to document preparation.
- Strategic Support: Deliver high-impact operational support to C-level executives and key stakeholders as needed, enabling effective decision-making and execution.
- Visitor Management: Greet and assist visitors or employees from other offices, ensuring a professional and welcoming environment.
Requirements
- Educational Background: A strong academic record, ideally with a degree in Business Administration, Hospitality Management, Office Management, or a related field.
- Complex Project Management: Ability to handle multiple projects and tasks simultaneously, ensuring deadlines are met and quality is maintained.
- Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a "no-task-is-too-small" mentality. Willingness to work flexible schedules as needed.
- Communication & Influence: Excellent written and verbal communication skills in both French and English, capable of interacting effectively with all levels of the organisation.
- Technical Skills: Familiarity with workplace technology and finance tools and platforms to manage soft services
- We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.