Beacon AI
Business Ops/Non-Engineering
Office&FacilitiesManager
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Office & Facilities Manager at Beacon AI. Skills: office administration, facilities management, HR administration, accounts payable, logistics. Serve as the primary point of contact for the office, managing visitors, vendors, building maintenance, and security protocols. Manage vendor relationships and contracts (cleaning, utilities, catering, IT, etc. ) and oversee billing and issue resolution”
Industry & Context.
sitting at a desk for extended periods, walking the facility, lifting light items (up to 25 lbs), running errands off-site, U. S. Persons (U. S. citizens, Green Card holders, lawful permanent residents, or individuals granted asylum or refugee status), All work must be performed in the United States
What They're Looking For.
Must Have
3+ years of office administration, operations, or facilities management experience, Experience with accounts payable or basic financial administration, organizational and time-management, Excellent written and verbal, Proficiency in Microsoft Office Suite or Google Workspace, Ability to handle sensitive and confidential information with discretion, Valid driver's license
Nice to Have
Experience in a startup or high-growth technology environment, Familiarity with AP tools such as QuickBooks, Brex or similar, Experience supporting HR functions including onboarding and recruiting coordination, Background in event planning or logistics coordination
What You'll Do.
Serve as the primary point of contact for the office
and security protocols
Manage vendor relationships and contracts (cleaning
etc. ) and oversee billing and issue resolution
Maintain office equipment
Conduct regular walkthroughs to ensure a safe and functional workspace
Ensure emergency equipment is maintained and safety documentation is up to date
Serve as first point of contact for emergency services
Support new hire onboarding logistics including workspace setup
equipment coordination
Coordinate with HR on in-office interviews
and administrative needs
Process accounts payable
and maintain accurate financial records in coordination with leadership
schedule meetings and conference rooms
and provide administrative support to senior leadership
Handle incoming and outgoing mail
and secure destruction of confidential materials
Coordinate with Legal for document signatures and compliance matters
Manage incoming and outgoing shipping
Coordinate with couriers and freight vendors
Run office errands as needed
Plan and execute company events including team offsites
milestone celebrations
and all-hands logistics
Coordinate catering for meetings
How You'll Work.
Team & Collaboration
work closely with leadership and cross-functional teams; coordinate with HR; coordination with leadership; coordinate with Legal
Communication Scope
Excellent written and verbal
Full Job Description
ABOUT BEACON AI We’re a fast-moving team of aviators, engineers, and operators building an AI platform to make flying safer, more efficient, and more capable. Backed by top investors, we’ve secured a dozen Department of Defense contracts and partnered with major airlines to deliver mission-critical systems. We operate without silos or heavy processes. Small, focused teams own what they build, ship quickly, and learn fast, pushing the boundaries of how humans and AI work together in aviation. Position overview We're looking for a highly organized, proactive Office & Facilities Manager to be the operational backbone of our headquarters. This is a hands-on, on-site role where you'll keep our office running smoothly while supporting HR administration, accounts payable, and day-to-day logistics. You'll work closely with leadership and cross-functional teams, and no two days will look the same. Key Responsibilities Hangar Facilities and Office Management (40%) - Serve as the primary point of contact for the office, managing visitors, vendors, building maintenance, and security protocols - Manage vendor relationships and contracts (cleaning, utilities, catering, IT, etc.) and oversee billing and issue resolution - Maintain office equipment, supplies, and common areas; conduct regular walkthroughs to ensure a safe and functional workspace - Ensure emergency equipment is maintained and safety documentation is up to date; serve as first point of contact for emergency services HR, Administrative and Accounts Payable (40%) - Support new hire onboarding logistics including workspace setup, badging, equipment coordination, and company swag - Coordinate with HR on in-office interviews, employee records, and administrative needs - Process accounts payable, manage invoices, and maintain accurate financial records in coordination with leadership - Manage calendars, schedule meetings and conference rooms, and provide administrative support to senior leadership - Handle incoming and ou
Applying for this Office & Facilities Manager role?
Most applicants get filtered before a human reads their resume. See if yours makes the cut.
How to Apply on Ashby
- Ashby is a fast modern ATS — most applications take under 3 minutes.
- The resume parser is strong; verify parsed experience dates and job titles.
- Custom screening questions are often scored algorithmically — answer completely.
- Location field affects geo-based screening; use your actual metro area.
ANONYMOUS · UNFILTERED
What do employees actually say about Beacon AI?
Real rants from real employees. Read before you apply.