Middle QA Specialist
Ruby Labs
Ruby
Office Manager
Horizon3.ai
full-time
Posted on:
Origin: • 🇺🇸 United States • California
Visit company websiteJob Level
JuniorMid-Level
Tech Stack
Ruby
About the role
- Oversee day-to-day office operations, including supplies, vendors, mail, and facilities management.
- Act as primary liaison with building management, contractors, and service providers.
- Plan, coordinate, and manage company events such as networking mixers, holiday parties, all-hands celebrations, and milestone events.
- Organize and execute team offsites and onsite gatherings, ensuring smooth logistics (venues, travel, catering, activities, and budgets).
- Collaborate with leadership and teams to design events that strengthen culture, collaboration, and connection.
- Manage vendor relationships for event services, including caterers, venues, and entertainment.
- Track budgets and ensure events are delivered on time, within scope, and aligned with company values.
- Serve as a key point of contact for employees regarding office-related inquiries and partner with People/HR to promote company culture and employee engagement.
- Manage the company receptionist service (Ruby) and ensure messages route to the correct person internally.
- Partner with leadership on scheduling, travel coordination, and special projects; assist with expense reporting, budget tracking, and vendor payments.
- Bring creativity to life by designing events, initiatives, and office experiences that reflect and strengthen our culture.
Requirements
- 2+ years of experience in office management, operations, or administrative roles, ideally in a fast-growing company.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Tech-savvy with proficiency in tools like Google Workspace, Slack, Zoom, and expense/reporting systems.
- Friendly, approachable, and proactive in anticipating needs.
- Passion for creating engaging, inclusive workplace experiences.
- Proven experience in event planning and execution, from small gatherings to large-scale company functions.
- Ability to manage vendors, facilities, mail, supplies, budgets, scheduling, travel coordination, expense reporting, and vendor payments.
- Expected to be in the office typically 4-5 days per week.
- Application requires answering whether you are legally authorized to work in the United States and whether you will require visa sponsorship.
