Office Manager

About Us

Harmattan AI is a next-generation defense prime building autonomous and scalable defense systems. Following the close of a $200M Series B, valuing the company at $1.4 billion, we are expanding our teams and capabilities to deliver mission-critical systems to allied forces.

Our work is guided by clear values: building technologies with real-world impact, pursuing excellence in everything we do, setting ambitious goals, and taking on the hardest technical challenges. We operate in a demanding environment where rigor, ownership, and execution are expected.

About the Role

As an Office Manager at Harmattan AI, you will play a pivotal role in ensuring the smooth operation of our administrative and office procedures. You will be part of a dynamic Operations team, supporting various departments to maintain efficiency and productivity in a fast-paced environment.

Responsibilities

Workplace Management

• Administrative Oversight: Oversee daily administrative operations, including managing office supplies and handling office correspondence.

• Logistics and Mail Handling: Manage incoming and outgoing packages, postal services, and courier logistics.

• Facilities Management: Ensure the office environment is constantly well-maintained and conducive to productivity. Oversee renovations, repairs, and building maintenance.

• Soft Services Management: Supervise cleaning, catering, reception, and other non-technical services. Ensure high-quality food and snack offerings and monitor supply levels.

• Workspace Planning & Optimisation: Proactively anticipate workspace needs and design seating and layout plans aligned with team growth. Ensure a seamless and welcoming office experience for new joiners from day one.

• Process & Systems Management: Develop and maintain efficient processes to streamline office operations. Oversee workplace systems and equipment to ensure reliability, and coordinate timely upgrades when necessary.

Internal Events & Operations

• Travel & Accommodation: Arrange domestic and international travel, including transportation and hotel bookings.

• Documentation Management: Distribute and track internal/external documents requiring signature.

• Event Planning: Support internal and external event coordination, from logistics to document preparation.

• Strategic Support: Deliver high-impact operational support to C-level executives and key stakeholders as needed, enabling effective decision-making and execution.

• Visitor Management: Greet and assist visitors or employees from other offices, ensuring a professional and welcoming environment.

Candidate Requirements

• Educational Background: A strong academic record, ideally with a degree in Business Administration, Hospitality Management, Office Management, or a related field.

• Complex Project Management: Ability to handle multiple projects and tasks simultaneously, ensuring deadlines are met and quality is maintained.

• Adaptability & Mobility: Thrives under pressure in a fast-paced, dynamic environment; embraces a "no-task-is-too-small" mentality. Willingness to work flexible schedules as needed.

• Communication & Influence: Excellent written and verbal communication skills in both French and English, capable of interacting effectively with all levels of the organisation.