Office Manager

Office Manager

Voyant Photonics, based in the heart of New York City,  is transforming machine perception with a new class of LiDAR devices that are compact enough to fit in the palm of your hand and powerful enough to measure range, velocity, and reflectivity with unparalleled accuracy. By leveraging cutting-edge silicon photonic chips smaller than your fingertip, we deliver sensors that are not only revolutionary in performance but also affordable enough to integrate into any system.

Our technology disrupts the status quo of bulky, expensive, and power-hungry LiDAR systems, making high-precision sensing accessible for widespread adoption in robotics, autonomous vehicles, drones, industrial automation, and beyond. With Voyant, the next generation of machines can see, understand, and navigate the world like never before.

Discover how we’re redefining what’s possible by making real products out of cutting edge research in silicon photonics at.

Why Join Us:

This is an exciting opportunity to be an integral part of a hybrid hardware company with a dynamic team. Your role will directly contribute to the efficiency and success of our operations. If you thrive in a fast-paced environment and enjoy handling operational responsibilities, we’d love to hear from you.

Position Overview:
We are seeking a highly organized and proactive Office Manager to join our team. This Part-time role is fully in-person, five days a week, with work hours of five hours per day. The Office Manager will play a crucial role in maintaining the smooth operations of our office, ensuring effective coordination of events, logistics, and administrative tasks.

Key Responsibilities:

1. Event Coordination:

• Organize monthly company events, including budgeting and logistics.
• Provide support for ad hoc events and special projects as they arise throughout the year

2. Office Operations:

• 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.

3. Conference Logistics:

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

4. Vendor and Shipping Management:

• 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.

5. Administrative Tasks:

• 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
• Handle NDAs:
  • Prepare, send, and track NDAs, ensuring they are completed, countersigned by executives and properly filed.

6. General Responsibilities:

• 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.

Qualifications: 

• Proven experience in office management or similar roles.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills for vendor and team coordination.
• Proficiency in Microsoft Office and Google Workspace; familiarity with administrative tools and systems.
• Basic knowledge of export control processes and shipping logistics is a plus.
• Self-starter with a proactive approach to problem-solving.

Compensation and Benefits package

• Compensation: $60 / hour for a guaranteed 25 hours per week.
• Benefits: The company will provide a stipend for the employee to use on Medical, Dental, and Vision insurance. 
• Holiday and PTO: Employees will be paid out for any company holiday day off and will be entitled to 10 paid time off days per year. 
• If the role converts to full-time at 40 hours a week the annual compensation will be $100,000 / Year and the benefits will change.