Office Manager

At ICEYE, we design, build and operate the largest fleet of Synthetic Aperture Radar (SAR) satellites in the world. Using advanced technology, our constellation collects topographical data about any location on Earth, day or night, through any weather conditions.

Headquartered in Southern California, our customers are society’s heroes – intelligence professionals, warfighters, first responders, and scientific researchers. As a trusted mission partner, the United States and its allies depend on us for critical information when it matters most.

ICEYE US is seeking an organized and proactive Office Manager to support our growing team. In this role, you will serve as a critical operational pillar, ensuring our workplace runs efficiently while fostering a positive and welcoming environment. You will manage day-to-day office administration, facilities, and vendor relationships while assisting with various special projects. This is a hands-on position ideal for someone who thrives in a fast-paced environment and takes pride in operational excellence.

• Front of House: Serve as the primary point of contact for visitors, ensuring a professional environment. Manage incoming/outgoing mail and packages.
• Visitor Vetting: Ensure all guests are properly vetted (US citizen vs. Foreign National checks) before entering secure areas. Be the first line of defense for visitors and security policy.
• Inventory Management: Monitor and replenish office supplies, kitchen stocks, and equipment, ensuring the office is well-equipped to support daily operations.
• Meeting Logistics: Order lunch for meetings or team events.
• Calendar: Manage the office calendar. Own all conference room calendars and help resolve disputes or calendar conflicts.
• Conference Room Tech: Ensure Conference Room hardware is functioning daily and take ownership of keeping conference rooms running smoothly.

• Expense Reconciliation: Collect missing receipts, reconcile monthly corporate credit card statements, and ensure expenses are properly coded to the correct department budget.
• Purchasing & Procurement: Execute purchase orders for office equipment, software, and consumables; compare vendor pricing to ensure cost-effectiveness.
• Invoice Management: Serve as the initial review point for vendor invoices, verifying accuracy before submitting to Accounts Payable.
• Employee Support: Assist team members with expense reporting processes and adherence to company purchasing policies.

• Facility Liaison: Act as the primary interface with building management regarding HVAC, repairs, cleaning services, and physical security.
• Vendor Relations: Source and manage external vendors to ensure high standards of service.
• Space Management: Maintain a safe, tidy, and compliant workspace. Coordinate office layout changes and seating charts as the team expands.
• Health & Safety: Ensure compliance with office health and safety regulations and manage emergency response protocols.

• Event Execution: Plan and execute internal team events, such as lunches, holiday gatherings, and offsites, to foster team cohesion.
• Culture Support: Support leadership in initiatives that maintain a positive culture within a high-growth environment.
• Travel Coordination: Assist with travel arrangements and itineraries for leadership or visiting guests as required.

• Experience: 4+ years of experience in office management, operations, or administrative support, preferably in a startup or fast-paced technology environment.
• Organization: Demonstrated experience prioritizing conflicting tasks and managing time effectively without constant supervision.
• Communication: Clear, professional verbal and written communication skills in English.
• Tech Proficiency: 4+ years using Microsoft Office, expense management software (e.g., Expensify/Concur), and communication tools (e.g., Slack/Teams).
• Financial Acumen: Basic understanding of invoicing, budgeting, or expense tracking is required.
• Problem Solving: Experience troubleshooting facility and operational issues…