Introduction
About SymphonyAI:
SymphonyAI is building the leading enterprise AI SaaS company for digital transformation across the most critical and resilient growth industries, including retail, consumer packaged goods, financial crime prevention, manufacturing, media, and enterprise IT. Since its founding in 2017, SymphonyAI has grown to serve 2,000+ enterprise customers globally with 2,000 talented professionals across over 35 countries.
We're looking for a proactive, people-savvy Office Manag er to take charge of daily operations, support leadership, and create an efficient, positive environment where our team can do their best work.
Job Description
As an Office Manager at SymphonyAI, you play a key role in ensuring the smooth and efficient operation of our Palo Alto office, while also providing virtual support to other offices across the NAMs region. You will manage day-to-day administrative operations, oversee compliance and safety, foster employee engagement, and drive participation in office and global projects. Your proactive approach and attention to detail will help maintain a productive, comfortable, and compliant work environment.
This is not a hybrid position; you are required to be onsite five days a week, with occasional early/late support for meetings or office needs.
Key Responsibilities
Office Management :
• Maintain a clean, safe, and welcoming office environment.
• Ensure meeting rooms and communal areas are fully operational each day.
• Order and restock office supplies (stationery, groceries, etc.) responsibly and cost-effectively, avoiding overstocking.
• Oversee visitor management, including access badge issuance and tracking.
• Liaise with the building facilities team to address any issues (HVAC, fire alarms, lighting, etc.).
• Coordinate with IT to ensure all equipment is functioning and available.
• Respond to and resolve facilities tickets via APEX; manage mail distribution and general office correspondence.
• Provide virtual support for North America regional offices-weekly check-ins, vendor management, compliance tracking.
• Create and manage POs for new and existing vendors on a global basis.
• Be available for emergency callouts as required (e.g., floods, break-ins).
• Assist with clear-outs, office moves, or closures as needed.
Compliance & Safety:
• Maintain up-to-date certifications and records for Training in Workplace Safety, First Aid, Fire Safety, and Emergency Preparedness & Response, with personal certifications obtained as applicable.
• Complete monthly facilities and H&S checklists; perform risk assessments.
• Document and track all Health & Safety (H&S) compliance, including maintaining H&S trackers.
• Support monthly audit compliance for SOC2, ISO27001, and other standards (checklists, evidence logging).
• Attend audit calls and provide required documentation.
• Keep the Business Continuity Plan updated; run test scenarios with the Compliance team.
Employee Engagement:
• Actively participate in the Social Committee for Palo Alto; manage North America regional engagement virtually.
• Track and manage the annual budget for engagement activities and events.
• Lead the planning and execution of select social events and team-building activities from inception to completion.
• Foster a positive, collaborative office culture by organizing creative, fun, and free engagement opportunities.
Projects:
• Lead or participate in global Health & Safety and environmental projects.
• Manage relationships and weekly meetings with Gable (co-working spaces), overseeing bookings, software updates, user inquiries, and monthly reporting.
• Support the development and coordination of a company-wide Facilities Forum.
What You'll Bring
• Strong organizational and planning abilities in a fast-paced environment.
• Excellent time management, multi-tasking, and prioritization skills.
• High attention to detail with a solutions-oriented, proactive approach.
• Creative mindset, always looking for ways to improve operations or engagement.
• Exceptional written and verbal communication skills; comfortable interacting with all levels of staff, visitors, and vendors.
• Strong project management skills, with the ability to coordinate multiple tasks across different offices.
Qualifications
• Bachelor's degree in business administration, management, or related field; or equivalent experience.
• Proven experience as an Office Manager, Front Office Manager, Administrative Assistant, or similar role.
• Knowledge of office management responsibilities, systems, and procedures.
• Proficient in MS Office (Excel, Word, Outlook); experience with office management software and email scheduling tools.
• Demonstrated experience in managing budgets and financial operations.
• Ability and willingness to be onsite five days a week, with occasional schedule flexibility as required.
Ready to be the backbone of SymphonyAI's North America's region offices? Apply today and help us create a vibrant, efficient, and collaborative workplace!
About Us
Visit here, for more information about how we hire, what's in it for you, our culture and values.
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