Office Manager

Vor 6 Tagen

Lausanne, Waadt, Schweiz Harmattan AI Vollzeit
About Us

At Harmattan AI, we are a next-generation defense prime building autonomous and scalable defense systems. Driven by rigorous engineering developments of new defense products based on recent robotics and AI developments, we are on a steep growth trajectory. If you are interested in a career in a highly technical environment, thrive on pushing boundaries, and want to achieve ambitious goals, we would love to hear from you.

About the Role

We are looking for a motivated Office Manager to join our operations team and support our rapid growth by ensuring the smooth and efficient running of our daily activities. In this role, you will collaborate with various stakeholders across the company to maintain effective and streamlined operations.

Responsibilities

HR & Finance Coordination

  • Manage employee onboarding/offboarding processes

  • Assist the Finance team with bookkeeping, expense reports, budget tracking, and financial documentation to ensure timely and accurate reporting.

  • Provide support to recruitment activities by coordinating candidate scheduling, managing interview logistics, and assisting with new hire onboarding and welcome events.

Day-to-Day Operations

  • Oversee office management tasks such as supplies procurement, vendor relations, and facilities upkeep.

  • Ensure the smooth running of administrative activities, including mail distribution, travel arrangements, and meeting scheduling.

  • Provide hands-on support in any operational matters that arise, maintaining a "no-task-is-too-small" mindset.

Project & Event Management

  • Coordinate and execute one-off projects, from planning technical events to facilitating special corporate gatherings.

  • Serve as a key point of contact for internal and external stakeholders, ensuring project milestones are met on time and within budget.

  • Oversee logistics, venue bookings, and day-of-event requirements, guaranteeing operational excellence throughout.

Strategic & Process Improvement

  • Collaborate with leadership to refine operational processes and identify cost-saving and efficiency-enhancing measures.

  • Assist in building and implementing scalable internal systems, driving continuous improvement across HR, Finance, and Operations.

  • Proactively recommend new tools and technologies that can enhance workflow and reporting accuracy.

Responsibilities

  • A background or proven experience in office administration, operations, or coordination is preferred.

Organizational & Operational Skillset

  • Demonstrated ability to juggle multiple responsibilities, meet deadlines, and manage shifting priorities with minimal supervision

  • Exceptional attention to detail, ensuring consistency and rigor in all tasks.

Communication & Collaboration

  • Excellent verbal and written communication skills, capable of engaging stakeholders at all levels.

  • Highly collaborative, with a willingness to build strong relationships across teams.

International Exposure (Preferred)

  • Experience working with diverse teams or across different geographies and cultures.

Commitment & Drive

  • 100% dedication to Harmattan AI's mission, vision, and ambitious growth plans.

  • Strong sense of ownership and the determination to "get things done" where needed, when needed.

We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.

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