Office Manager
Job Summary
Job Description
Mashgin is seeking an Office Manager to oversee daily operations at Headquarters (HQ). Responsibilities include managing office supplies, mail, maintaining a clean workspace, and enhancing office aesthetics. The role involves coordinating team travel, arranging meetings and events, and engaging the team to foster happiness and organization. The Office Manager will also work on challenging projects with the executive and VP team, gaining exposure to various aspects of the business. This position requires autonomy, efficient communication, and comfort with ambiguity, with an expectation of full-time on-site presence during business hours. The ideal candidate will be a jack-of-all-trades, eager to scale workplace operations and contribute to a smoothly running, fast-growing startup.
Must have:
- Own office HQ operations
- Greet visitors and employees
- Coordinate executive and team meetings
- Track inventory management
- Maintain shipping and receiving
- Assist with administrative tasks
- Plan events and meetings
- 4+ years of experience
- Manage office for 30+ people
- Positive attitude
- Work autonomously
- Self-starter
- High attention to detail
- Keen eye for aesthetics
- Strong communication skills
- Ability to lift 50+ pounds
Good to have:
- Experience with Excel/Google Sheets
- Previous communications/culture lead experience
- Project management experience
Perks:
- Work on a small, multidisciplinary team
- Potential to break new ground
- Excellent health, dental, and vision insurance
- 401k plan
- Flexible PTO policy
- Competitive salary and options
6 skills required
Job Details
About Mashgin
At Mashgin, we have developed a successful and innovative point-of-sale experience that uses computer vision and AI to make checkout nearly instantaneous. Our mission is to eliminate checkout lines so people can get back to their lives.
Our kiosks are currently serving customers in thousands of locations around the world, from major sports stadiums to convenience stores, from college campuses to corporate cafeterias. We are a series B startup with 10 years of progress, and we’re already profitable. And we’re just getting started.
We value autonomy of work, a relentless obsession with customer experience (both our customers and their end-customers), and a culture of respect and fun.
Position Summary
As an Office Manager you’ll have the opportunity to help make Mashgin run and pitch in on all of the operations of a fast paced start-up. You’ll be responsible for the daily operations at Headquarters (HQ) like keeping snacks stocked, handling incoming and outgoing mail, keeping our workspace clean and tidy, taking out the trash, and making things look great. You’ll also help schedule and coordinate team travel for offsites, arrange team meetings and events, and play a big role in maintaining our HQ Office aesthetics. You’ll think up fun ways to keep the team organized, happy, and engaged, and in your spare time you’ll work directly with our executive and VP team on exciting and challenging projects to help build our company. You enjoy being a jack-of-all trades, and you’ll get the opportunity to work on other varied projects to learn all sides of the business. This role requires efficient communication with executives, and thus requires someone comfortable with autonomy and ambiguity. You should expect to be onsite full time during normal business hours while employees are in the office.
If you’re interested in the challenge of scaling workplace operations, and you find excitement in getting to know each and every team member in order to keep a quickly growing start-up running smoothly, then this is the opportunity for you!
You Will Be
- Owning all office HQ operations, including watering and caring for our many office plants, keeping our kitchen appropriately stocked, handling all mail and package deliveries, and decorating and arranging the office space as we hire new employees
- Greeting and assisting all office visitors and employees as the first point of contact
- Coordinating and scheduling executive and team meetings with board members and investors including meals, office preparation, calendar management, and more
- Tracking inventory management of our internal hardware, including laptops, network devices, office supplies, kiosks, and more
- Maintaining shipping and receiving requests for the hardware team related to shipping our product to customers, coordinating return merchandise authorizations, and updating our internal logistics sheets
- Assisting with administrative tasks such as maintaining client invoices, receipts, agreements, and other important business documents; As you grow into the role, the administrative side of the function will scale with your experience
- Planning events, meetings, or processes to help keep the company organized, happy, engaged, and working together as a cohesive team
- Occasional travel may be required; we believe everyone should get out in the field, see our kiosks in action, and interact with our customers
Minimum Qualifications
- 4+ years of experience in workplace coordination, operations, or executive assistant roles
- Proven experience managing office operations for a team of 30+ people
- A positive, can-do attitude with an endless drive for perfection
- Ability to work professionally and autonomously in high stress environments with urgent deadlines
- Self-starter who is comfortable getting the job done without much assistance or supervision and under ambiguous direction
- High attention to detail and organization skills
- A keen eye for aesthetics and design
- Strong written and verbal communication skills; bonus points for fluency in legalese
- Ability to transport and lift 50 pounds or more
Preferred Qualifications
- Working experience with Excel and/or Google Sheets with building dashboards and tracking data.
- Previous experience as a communications lead and company culture leader.
- Experience with project management is a plus.
What We Offer
- An opportunity to work on a small, multidisciplinary team with the potential to break new ground in many different industries
- Excellent health, dental and vision insurance for you and your dependents
- 401k plan
- Flexible PTO policy
- Competitive salary and options in a small, rapidly scaling company
- For roles based in Palo Alto, CA, the salary range for this position is estimated to be $80,000- $125,000 USD annually. Note that total compensation for this position will be determined by candidate’s relevant qualifications, work experience, skills, and other relevant factors. This estimate excludes the value of any bonuses; the value of any benefits offered by Mashgin; and the potential future value of any other long-term incentives.
Mashgin is proud to be an equal opportunity employer. Individuals seeking employment at Mashgin are considered without regards to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation.
Notice on fraudulent jobs
We have been made aware of instances of fraudulent job postings and/or fraudulent recruiting activity by bad actors, claiming to represent Mashgin. These fraudulent schemes often seek monetary contributions or payments from job seekers (such as for "start up costs" or "equipment"), or seek to collect sensitive personal or banking information from job seekers. These job postings and offers are not authorized by Mashgin, and Mashgin is not responsible for fraudulent offers or requests for personal information or payments. Mashgin will never ask for any financial commitment or contribution from a candidate at any stage of the recruitment process. Candidates who have questions about the validity of Mashgin job postings or offers should consult the job postings on our mashgin.com career site. If you think you've been scammed, please reference this site for more information.
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