Website:
instavision.ai
Job details:
About The Role
Instavision Inc. is looking for a dependable, highly organized Office Manager, Administrator to keep our workplace running smoothly day to day. This is a hands-on operations and administration role at the center of the office; you will own facilities, vendor relationships, scheduling, supplies, and the steady stream of administrative tasks that keep teams productive.
We strongly encourage candidates with a Human Resources background to apply. While the core of this position is office and administrative management, HR experience is a valued, preferred qualification. You will partner closely with our People team and may take on people-operations tasks such as onboarding logistics, recordkeeping, and coordinating employee events.
Key Responsibilities
- Manage daily office operations, ensuring a clean, safe, well-stocked, and welcoming workplace.
- Oversee facilities and vendor relationships, including supplies, equipment, maintenance, cleaning, and building management.
- Maintain office budgets, track expenses, process invoices, and reconcile receipts.
- Coordinate calendars, meetings, travel, and logistics for leadership and visiting guests.
- Serve as the first point of contact for the office, greeting visitors, handling mail and deliveries, and fielding general inquiries.
- Support new-hire onboarding logistics, workspace setup, access badges, equipment, and welcome materials.
- Maintain accurate administrative and employee records, ensuring confidentiality and compliance with company policy.
- Plan and coordinate company events, team gatherings, and internal communications.
- Identify and implement improvements to office processes, tools, and workflows.
- Experience scheduling multi-stage interviews, coordinating calendars, and managing timely candidate follow-ups.
- Onboarding Execution: Hands-on experience welcoming new hires, preparing starter kits, and guiding employees through day-one paperwork.
- Asset & Inventory Tracking: Proven ability to monitor, stock, and reorder office supplies while meticulously logging company assets like laptops and equipment.
- Facilities & IT Operations: Experience managing day-to-day office utilities, troubleshooting internet connectivity issues, and coordinating with vendors.
- Event Coordination: Strong organizational skills to plan, set up, and manage internal company events, team-building activities, and celebrations.
Required Qualifications
- 2–5 years of experience in office management, administration, executive support, or a similar role.
- Excellent organizational and time-management skills, with strong attention to detail.
- Strong written and verbal communication skills and a professional, approachable manner.
- Proficiency with office and productivity tools (e.g., Google Workspace and/or Microsoft Office).
- Proven ability to manage multiple priorities and work independently in a fast-paced environment.
- High level of discretion when handling confidential and sensitive information.
Preferred Qualifications
- Background or prior experience in Human Resources (HR generalist, HR coordinator, recruiting, or people operations).
- Familiarity with HR processes such as onboarding, recordkeeping, benefits administration, or HRIS tools.
- Bachelor's degree in Business Administration, Human Resources, or a related field.
- Experience supporting a growing or technology-focused company.
- Working knowledge of basic bookkeeping or expense-management tools. What We Offer
- Competitive salary commensurate with experience.
- Comprehensive health coverage.
- Paid time off and company holidays.
- A collaborative, supportive team and a central role in shaping our workplace.
- Opportunities to grow into broader operations or people-operations responsibilities. How to Apply Interested candidates should submit a resume and a brief cover letter outlining their relevant experience. Instavision Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Click on Apply to know more.
