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Voyant Photonics · 1 month ago

Operations Associate and Office Management

New York Office (HQ)

Full-time

Onsite

New Grad, Entry Level

$30/hr - $50/hr

Voyant Photonics, based in New York City, is transforming machine perception with innovative LiDAR technology. The Operations Associate and Office Manager will oversee daily office operations, coordinate events, manage logistics, and support HR functions to ensure an efficient and welcoming work environment.

AutomotiveAutonomous VehiclesInformation TechnologySemiconductorSensor

Responsibilities

Organize monthly company events, including budgeting and logistics

Provide support for ad hoc events and special projects as they arise throughout the year

Maintain office equipment, snacks, and supplies; handle restocking and upkeep

Organize mid-day office events as needed

Serve as the primary point of contact for office-related issues, including:

Vendor and landlord relations

Managing building maintenance requests (e.g., AC, bathroom repairs)

Handling lease contracts and renewals

Coordinate logistics for 3-5 annual conferences, including booth arrangements, travel planning, and presentation materials

Interface with web designers and graphic designers to coordinate website feedback and updates

Oversee shipping processes for suppliers and hardware, ensuring accurate labels and customs documentation

Collaborate with Chris, Voyant’s Co-founder on export control paperwork and resolve shipping classification disputes with FedEx

Facilitate employee onboarding, including:

Account setup for Microsoft/Google

Trinet integration

Laptop procurement and shipping

Admin console access for role-specific tools

Partner with finance to manage bill payments and ensure timely processing of invoices

Scheduling support as needed for Voyant’s leaders

Prepare, send, and track NDAs, ensuring they are completed, countersigned by executives and properly filed

Own onboarding and offboarding logistics to ensure a smooth, welcoming, and well-coordinated employee journey

Manage IT setup and access for new hires in partnership with third parties

Oversee employee experience initiatives, including office culture, celebrations, and employee support needs

Act as the candidate experience lead, ensuring every candidate has a warm, personal, well-coordinated hiring journey, including interview logistics and travel support

Partner closely with the Head of People on people operations tasks and special projects

Manage daily company lunch: Coordinate catering, set up lunch service, track dietary preferences, and ensure a smooth dining experience for all employees

Schedule meetings, prepare and distribute agendas and materials, reserve meeting spaces or virtual links, manage logistics, and take follow-up notes to ensure efficient and effective board sessions

Maintain comprehensive records of contracts in coordination with Chris

Manage office-related bills and invoices, transitioning away from prior inefficiencies

Assist with miscellaneous tasks as needed to support office functionality

Qualification

Office managementEvent coordinationLogistics managementMicrosoft OfficeGoogle WorkspaceExport control knowledgeCommunication skillsOrganizational skillsProblem-solving