Office & Operations Manager

Key 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Skills & Attributes

• 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, vendor, or operational issues arise
• Trusted operational partner to the Executive Assistant and leadership team, coordinating effectively and maintaining confidentiality across sensitive matters
• Strong vendor manager, building relationships based on accountability, clear expectations, and consistent follow-through
• Collaborative across IT, People Operations, Finance, and the Executive Assistant, coordinating across functions without creating friction
• 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

Growth Path at NODA

Benefits & Perks

• Our culture fosters collaboration, respect, and trust, empowering passionate people to do their best work. We offer a competitive salary, comprehensive benefits, and opportunities for career growth. In addition to an opportunity to take part in an innovative, collaborative and fast-growing business with a highly motivated and skilled team, we also take pride in taking care of our employees. Here are just a few ways that we show our appreciation:
• We offer 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.
• Export Control Compliance To conform to U.S. government export control regulations, including the International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR), you 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 otherwise eligible to obtain the required authorizations from the U.S. Department of State or U.S. Department of Commerce.
• Equal Opportunity Statement 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.