Office Manager

About Co Var

CoVar is a small AI/ML R&D software company in Durham, NC, that uses artificial intelligence to solve problems that matter. We develop AI/ML tools to help the DoD detect enemies and threats, and help biomedical researchers find new cures for diseases. We are passionate engineers, dedicated to pushing the bounds of what AI/ML can do in the real world.

We are seeking a highly organized, proactive Office Manager to help keep our operations running smoothly and efficiently. This role is ideal for someone who thrives in a dynamic environment, enjoys solving problems, and takes pride in creating a well-run, welcoming workplace. You will support daily office operations while also gaining exposure to HR, executive administration, and broader business operations. This position offers meaningful growth opportunities as responsibilities expand over time.

Below are some examples of the kinds of tasks you may be asked to do. Please note this is not an exhaustive list.

• Manage purchasing and ensure timely receipt and distribution of employee orders
• Prepare and submit expense reports
• Stock and maintain break room and office supplies
• Sort, scan, and distribute mail
• Ship and receive packages
• Coordinate catering and in-office meals

• Host customers and coordinate meetings
• Schedule business dinners
• Plan company outings and annual summer and winter celebrations

• Serve as primary point of contact for vendors
• Coordinate maintenance requests and facility-related services
• Liaise with construction and service providers as needed

• Book travel for Company Directors
• Complete expense reports on behalf of Company Directors

• Provide administrative support across HR, executive administration, and business operations
• Take initiative in identifying operational improvements

• Has demonstrated flexibility and willingness to adapt as priorities and responsibilities evolve in a fast-paced, dynamic environment.
• Has exceptional organizational and time management skills
• Is a strong communicator (both written and verbal)
• Is resourceful, detail-oriented, and comfortable multitasking
• 2+ years in an office management, executive assistant, or administrative role preferred

• High school diploma, preferably Bachelor’s degree in related field
• Excellent communication skills
• Excellent organization skills
• Experience using Microsoft Office (Word, Excel, Outlook)
• Ability to work in Durham, NC
• Eligibility for US security clearance (US citizenship is required)

• Competitive salary, cash bonus, equity structure, and 401k with employer contributions
• Excellent health care coverage, including dental and vision plans
• Parental leave, short-term disability, long-term disability, life insurance
• Flexible work schedule
• Tuition support

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