Office Administrator

Job description

At Reflect, you will be expected to move fast, have a lot of ownership and, most importantly, be able to effect change. If this excites you, we are interested in hearing about your best work and accomplishments across any domain and from any points in your life. ABOUT THE ROLE We're looking for a highly detail-oriented, hands-on Office Administrator to own the day-to-day experience of our Hawthorne (Los Angeles) office. You'll keep the workspace welcoming, well-stocked, and running smoothly — creating an environment our team is proud to walk into every day. Reporting to our Operations Manager, you'll partner closely with our Head of Facilities, engineering teams, and leadership to help the office scale alongside the company. This is a high-trust, high-impact role with visibility across the entire organization. RESPONSIBILITIES - Own the day-to-day operations of the office, making sure it runs smoothly and feels welcoming - Serve as “food czar” — the point person for daily food deliveries and manage snack and drink stock - Monitor and restock office and kitchen supplies - Serve as the primary point of contact for facilities vendors (cleaning crews, pest control, and other service providers) - Help to plan and execute future office moves or build-outs as the team grows - Greet and assist visitors for meetings, including export control (ITAR/EAR) check-in procedures - Manage the conference room reservation system - Create and maintain a repository of signed contracts on shared Google Drive, collecting documents from team members as needed - Upload contracts (including NDA’s) for signature - Assist in the planning and organizing of team-bonding events, off-sites, and holiday celebrations - Coordinate shipping, receiving, and mail/package logistics - Track and manage the office operations budget; process and reconcile vendor invoices and expenses - Maintain office safety and emergency preparedness (first aid supplies, fire drills, emergency contact lists) - Continuously look for ways to improve the office environment and office organization as the company scales - Provide administrative and calendar support to leadership as needed - Negotiate and manage vendor contracts and renewals to ensure the best value for the company IDEAL QUALIFICATIONS - 2+ years of Office Administrator or Office Management experience, ideally in a startup or growth-stage company - High-trust, high-integrity self-starter who takes initiative and gets things done without needing to be asked - Highly self-aware, with strong judgment and interpersonal skills - Genuinely enjoys working alongside engineers and technical teams in a fast-paced, hands-on environment - Exceptionally organized, with the ability to juggle multiple vendors, locations, and priorities without dropping details - Takes real pride of ownership in the look, feel, and day-to-day function of the workplace - Hard-working and willing to roll up their sleeves — no task is too big or too small - Strong ability to prioritize and manage their own workload with minimal oversight - Friendly, approachable, and service-oriented, with a genuine desire to support the team - Comfortable operating with discretion around sensitive materials, including signed contracts and export-controlled visitor protocols Even if you don’t meet 100% of the above qualifications, we are likely still interested in hearing from you. Hiring exceptional individuals is our #1 priority, and we believe that exceptional people often have highly unusual backgrounds. We are also interested in carving out unique roles for unconventional people that we are excited about working with. BENEFITS Reflect Orbital’s success will hinge on our team, which is why our compensation and benefits plan is designed to reward our employees and support their families as generously as we’re able. - Broad choice of medical/dental/vision coverage, Reflect covers 100% of each base-policy - Access to HSA, FSA, and 401K - Unlimited paid time off, two-weeks per year encouraged - Healthy lunches provided daily EQUAL OPPORTUNITY Reflect Orbital is an Equal Opportunity Employer; employment with Reflect Orbital is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status. More about Reflect Orbital: Learn more about our team here. https://www.reflectorbital.com/team