Office Manager

Harmattan AI is a next-generation defense prime building autonomous and scalable defense systems. Following the close of a $200M Series B, valuing the company at $1.4 billion, we are expanding our teams and capabilities to deliver mission-critical systems to allied forces.

Our work is guided by clear values: building technologies with real-world impact, pursuing excellence in everything we do, setting ambitious goals, and taking on the hardest technical challenges. We operate in a demanding environment where rigor, ownership, and execution are expected.

As an Office Manager at Harmattan AI, you will play a pivotal role in ensuring the smooth operation of our administrative and office procedures. You will be part of a dynamic Operations team, supporting various departments to maintain efficiency and productivity in a fast-paced environment.

Workplace Management

• Administrative Oversight: Oversee daily administrative operations, including managing office supplies and handling office correspondence.

• Logistics and Mail Handling: Manage incoming and outgoing packages, postal services, and courier logistics.

• Facilities Management: Ensure the office environment is constantly well-maintained and conducive to productivity. Oversee renovations, repairs, and building maintenance.

• Soft Services Management: Supervise cleaning, catering, reception, and other non-technical services. Ensure high-quality food and snack offerings and monitor supply levels.

• Workspace Planning & Optimisation: Proactively anticipate workspace needs and design seating and layout plans aligned with team growth. Ensure a seamless and welcoming office experience for new joiners from day one.

• Process & Systems Management: Develop and maintain efficient processes to streamline office operations. Oversee workplace systems and equipment to ensure reliability, and coordinate timely upgrades when necessary.

Internal Events & Operations

• Travel & Accommodation: Arrange domestic and international travel, including transportation and hotel bookings.

• Documentation Management: Distribute and track internal/external documents requiring signature.

• Event Planning: Support internal and external event coordination, from logistics to document preparation.

• Strategic Support: Deliver high-impact operational support to C-level executives and key stakeholders as needed, enabling effective decision-making and execution.

• Visitor Management: Greet and assist visitors or employees from other offices, ensuring a professional and welcoming environment.

• Educational Background: A strong academic record, ideally with a degree in Business Administration, Hospitality Management, Office Management, or a related field.

• Complex Project Management: Ability to handle multiple projects and tasks simultaneously, ensuring deadlines are met and quality is maintained.

• Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a "no-task-is-too-small" mentality. Willingness to work flexible schedules as needed.

• Communication & Influence: Excellent written and verbal communication skills in both French and English, capable of interacting effectively with all levels of the organisation.

• Technical Skills: Familiarity with workplace technology and finance tools and platforms to manage soft services

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