Office & Facilities Manager

Beacon AI, Inc.

Job Overview

Location

San Carlos - Hybrid

Job Type

Full-time

Full Job Description

📋 Description

• Serve as the primary point of contact for the San Carlos headquarters, managing all aspects of office and hangar facilities including building maintenance, security protocols, and vendor relationships
• Oversee contracts and billing for cleaning, utilities, catering, IT services, and other facility vendors, ensuring timely issue resolution and cost efficiency
• Maintain inventory of office supplies, equipment, and common areas through regular walkthroughs to ensure a safe, clean, and fully functional workspace
• Ensure emergency equipment is operational and safety documentation is current; act as the first point of contact for emergency services and incident reporting
• Manage new hire onboarding logistics including workspace setup, badge issuance, equipment coordination, and distribution of company swag
• Coordinate with HR on in-office interviews, employee records, and administrative support needs to ensure seamless integration of new team members
• Process accounts payable, manage invoices, and maintain accurate financial records in collaboration with leadership and finance teams
• Schedule meetings, reserve conference rooms, and provide high-level administrative support to senior leadership including calendar management and travel coordination
• Handle all incoming and outgoing mail, document scanning, physical filing, and secure destruction of confidential materials in compliance with company policies
• Work with Legal to coordinate document signing workflows and ensure compliance with internal and regulatory requirements
• Manage inbound and outbound shipments, coordinating with courier and freight vendors to ensure timely delivery and tracking of packages
• Run office errands as needed including procurement, drop-offs, and pick-ups across San Carlos and surrounding areas
• Plan and execute company events such as team offsites, milestone celebrations, all-hands meetings, and executive visits with full logistics oversight
• Coordinate catering for daily meetings, special events, and executive engagements, ensuring dietary needs and budget constraints are met
• Maintain discretion when handling sensitive employee, financial, and operational information in alignment with company confidentiality standards
• Work 3+ days per week onsite at the San Carlos headquarters with the option to work remotely on remaining days, ensuring consistent on-site presence for operations
• Perform physical tasks including lifting up to 25 lbs, walking the facility, sitting at a desk for extended periods, and traveling off-site for errands

🎯 Requirements

• 3+ years of office administration, operations, or facilities management experience
• Experience with accounts payable or basic financial administration
• Strong organizational and time-management skills; able to manage multiple priorities with minimal supervision
• Excellent written and verbal communication; comfortable working with all levels of staff and external stakeholders
• Proficiency in Microsoft Office Suite or Google Workspace
• Ability to handle sensitive and confidential information with discretion
• Valid driver's license

🏖️ Benefits

• Healthcare: 100% of employee medical premiums covered; 25% for dependents
• Time Off: 3 weeks PTO plus 13+ paid company holidays
• Stipends: Monthly phone and wellness benefits
• 401(k): Offered (no current employer match, but committed to enhancing this benefit in the future)

Skills & Technologies

Remote

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Beacon AI, Inc.

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About Beacon AI, Inc.

Beacon AI develops AI-driven pilot assistance software for commercial and defense aviation. Its flagship system, the AI Copilot, integrates with existing flight decks to enhance safety, reduce crew workload, and improve fuel efficiency through real-time guidance and predictive analytics. The company serves airlines, cargo operators, and government agencies, leveraging machine learning trained on flight data and expert pilot knowledge. Founded by former naval aviators and autonomy engineers, Beacon AI is headquartered in Palo Alto, California, and is backed by venture capital firms including Andreessen Horowitz and Costanoa Ventures.

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