Office Manager

About the job

ABOUT US:

Havoc is a leader in all-domain collaborative autonomy. Its software-defined hardware approach powers military and commercial-grade autonomous systems across sea, air, and land to sense, decide, and act together in complex and contested environments. Havoc connects assets, enabling them to share information, adapt in real time, and continue operating even when communications are disrupted or denied. Havoc optimizes mission performance and minimizes human risk.

Havoc was founded in 2024 and headquartered in Providence, Rhode Island. Learn more at Havoc: All-Domain Collaborative Autonomy http://havocai.com/ .

About the Role
As Office Manager at HavocAI's operational headquarters in North Kingstown, RI, you'll be at the center of our day-to-day workplace experience, keeping the office running smoothly, efficiently and professionally. You'll own the details that keep our team moving: shipping and receiving, events, visitors and office operations.

This role combines workplace operations with hands-on executive and event support. You'll create a polished experience for employees, candidates, customers, partners and visitors. You'll also support executives onsite and make sure meetings and events run seamlessly. You'll work closely with teams across the company, anticipate needs, solve problems quickly, and keep improving how we support our growing team.

Key Responsibilities and Requirements

• Office Operations & Facilities: Own day-to-day office operations, including maintenance, repairs, utilities, furniture, supplies, shared spaces, security systems and overall workplace readiness. Do regular walkthroughs to find and fix issues early.

• Vendor & Administrative Management: Manage property management, contractors, cleaners and other vendors, including service schedules, contracts, invoices, expenses, inventory and operational records.

• Front Desk & Visitor Experience: Be the main onsite point of contact for employees, candidates, visitors, executives, VIPs, vendors and deliveries. Manage visitor procedures and keep the office professional and welcoming.

• Executive & Event Support: Provide onsite administrative and logistical support for executives, VIP visits, customer meetings, company events, team gatherings and offsites. Coordinate meeting spaces, catering, vendors, supplies, setup and day-of logistics.

• Shipping & Receiving: Manage incoming and outgoing mail, packages, equipment, food deliveries and other shipments. Coordinate carriers and pickups, track deliveries, and make sure everything is received, organized and distributed correctly.

• Employee & Workplace Support: Support office access, workspace setup, supplies and day-to-day employee needs. Maintain conference rooms, kitchens and common areas, and support workplace safety, security and emergency preparedness.

• Cross-Functional Operations & Communication: Share office updates and procedures, respond to unexpected needs, and find ways to improve office operations and the employee experience.

Qualifications

• 1–3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations or a related role

• Strong organizational skills and attention to detail

• Ability to manage multiple priorities and see tasks through to completion

• A proactive, resourceful approach to spotting and solving problems

• Strong written and verbal communication skills

• Professional, friendly and service-oriented with employees, candidates, visitors and vendors

• Discretion with confidential or sensitive information

• Comfortable with Microsoft Office, Slack or similar workplace tools

• Able to work onsite five days a week at our North Kingstown, RI office

• Able to occasionally lift, move or organize office supplies and equipment

• U.S. citizenship or U.S. person status, per our facility requirements

Preferred Skills

• Experience supporting a fast-growing startup or technology company

• Experience managing office repairs, maintenance schedules, vendor relationships and service contracts

• Familiarity with workplace safety, building access, security and emergency procedures

• Experience tracking office budgets, expenses, inventory and invoices

BENEFITS:

• 100% Employer paid Health Insurance

• Dental and Vision Insurance for you and your families

• Life Insurance (Employer Paid)

• Ability to participate in the companies 401k program (Matching)

• Unlimited PTO policy with an enforced 2 week minimum

• Equity Package

• Work / Home Office Stipend

• Global Entry

• 16 Week Paid Parental Leave

• Monthly Health and Wellness Stipend

OUR VALUES:

• Innovation: We are driven to break new ground. Every day presents an opportunity to challenge the status quo, think boldly, and deliver advanced solutions that transform the future of defense technology.

• Integrity: We hold ourselves to the highest ethical standards, ensuring transparency, accountability, and trust in all our actions and partnerships.

• Mission-Driven: We are focused on achieving impactful outcomes that align with our core mission—protecting lives through innovation.

• Forward-Leaning: We continuously seek out new opportunities and remain at the forefront of technological advancements. We embrace change and anticipate the challenges of tomorrow with confidence and creativity.

• Ownership of All Tasks: At HavocAI, no problem is too complex or too trivial. We believe that greatness comes from tackling the hardest challenges, but also in handling the smallest, sometimes thankless, tasks with the same level of commitment and care.

• Servant Leadership: We lead by serving others, whether it’s supporting our employees, partners, or the broader community. Empowering those around us is key to achieving long-term success and making a lasting impact.

HavocAI is an Equal Opportunity Employer and is committed to creating an inclusive and diverse workplace. We welcome applicants from all backgrounds and do not discriminate based on race, color, religion, gender, sexual orientation, age, national origin, disability, veteran status, or any other legally protected status.