Office Manager

Job description

About Lumilens At Lumilens, we are building the essential photonics infrastructure that will drive tomorrow’s AI supercomputing. From chip-to-chip optical interconnects to scalable photonic engines, Lumilens is ushering in a new era of computing that is faster, cooler, and dramatically more efficient. We are a well-funded startup, backed by Mayfield, and led by seasoned veterans who have built and scaled some of the industry’s most transformative technologies. This is a unique ground-floor opportunity to reimagine the optical layer from the silicon up and collaborate with world-class engineers tackling some of the most challenging problems in optics, systems, manufacturing, and scale. Duties and Responsibilities Project Coordination & Operational Support - Coordinate and manage multiple projects simultaneously, ensuring all tasks, milestones, and deliverables remain on schedule. - Provide daily oversight of vendor activities, installation schedules, and field dispatches. - Create, maintain, and regularly update trackers to reflect project progress, deliverables, risks, and outstanding actions. - Assist with ordering, provisioning, and logistics for project materials or services. - Open, monitor, and report on provisioning tickets, ensuring timely follow-up and closure. Cross-Functional Engagement - Act as a key liaison among project management, facilities, engineering, IT, procurement, accounting, and external vendors. - Follow up with internal teams to keep project components (equipment, configurations, facility readiness, documentation, etc.) on schedule. - Work directly with the facilities team on site-related needs, such as access coordination, onsite scheduling, troubleshooting, and issue escalation. - Participate in regular meetings with functional groups to gather updates, identify blockers, and ensure alignment on upcoming project phases. Data Management, Tracking & Reporting - Develop and maintain detailed trackers for vendors, contingent workers, and project-related deliverables. - Implement best-practice standards for data accuracy, file naming, document storage, and version control. - Prepare recurring status reports for project managers and leadership, highlighting progress, variances, and completion timelines. - Ensure all project documentation is complete, up to date, and properly archived. Accounting & Administrative Support - Assist with accounting tasks including invoice reconciliation, purchase order tracking, and verification of vendor deliverables prior to payment. - Collaborate with the accounting team to maintain accurate project cost tracking and budget alignment. - Support administrative duties such as updating documentation, preparing meeting summaries, scheduling, and conducting compliance checks. General Facility Support - Respond to facility-related requests associated with active projects, including scheduling, equipment placement, space readiness, and coordination with onsite teams. - Support the facilities team with urgent or emerging needs that affect project timelines or work execution. Required Qualifications - 5-7 years of experience in customer service, project coordination, or support roles (with strong preference for telecommunications infrastructure experience). - Proficiency in Microsoft Office (Excel, Word, Outlook, MS Project). - Familiarity with Adobe Acrobat and ability to work across multiple systems and platforms. - Highly detail-oriented, able to maintain accuracy across trackers, documentation, schedules, and follow-up items. - Self-starter who takes ownership of assigned workstreams, proactively identifies next steps, and drives tasks to completion with minimal supervision. - Availability Monday–Friday, with occasional after-hours work depending on project schedules. Preferred Qualifications - Bachelor’s degree - Experience with VoIP, SD-WAN, WiFi, Ethernet, and cabling technologies. - Previous involvement in multi-site or telecommunications infrastructure project environments. Equal Opportunity Employer Exaforce is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all individuals are treated with respect and dignity. We believe that diversity drives innovation and strengthens our company. We welcome applicants from all backgrounds, and we do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. All employment decisions are based on qualifications, merit, and business needs.