Office Administrator (Temp to Hire)

Hi there! My name is Braelena (she/her) and I lead the Talent and People Operations team at GrayMatter Robotics. I love reading as much as I love investing in people and I couldnt be more excited to add another Office Admin to my team!

When I started in 2023 we had 25 full-time employees. Today weve nearly quadrupled! As you can imagine with that kind of growth comes a lot of change; new faces new systems new challenges and new opportunities to build! One of the most important parts of that growth is creating an office environment that feels organized welcoming and efficient. Thats why Im looking for a teammate who loves making things run smoothly notices the little details others overlook and takes pride in being the person who keeps everything (and everyone) moving in the right direction. If you get energy from helping people solving problems and creating order out of chaos youre going to thrive here.

Youll love this role because...

• Theres an opportunity to build break and rebuild again when we outgrow a system in a crazy-fast environment.

• Youre energized by being the glue of the office the person everyone can rely on and take pride in organization and anticipating needs before someone has to ask.

• You like working with leaders who empower not micromanage (like Id have the time to micromanage even if I tried!).

Youll hate this role because...

• Theres an opportunity to build break and rebuild again when we outgrow a system in a crazy-fast environment (not a typo).

• Theres no consistent structure a predictable routine or a detailed playbook for everything.

• Youll be switching between long-term tasks and last minute requests which will test your grit determination and resilience.

We know startups arent for everyone. The lows can feel really low but the highs are incredibly high. If youre someone who takes pride in being the heartbeat of the office the person who creates calm when things move fast and has little patience for fixed mindsets join our people team on our mission to build spaces where people enjoy showing up every day.

Summary

Headquartered in sunny Los Angeles GrayMatter Robotics is a well-capitalized AI robotics startup serving the manufacturing industry. We empower shop floor workers with our smart robots that assist with tedious and ergonomically challenging tasks specifically in automated surface finishing. Our proprietary GMR-AI software is integrated with state-of-the-art industrial robots sensors and tools to create application-specific turnkey solutions for customers through a Robot-as-a-Service (RaaS) model.

We help manufacturers improve the quality of life for their workforce while increasing production capacity and reducing scrap repair and rework costs. As an Office Administrator you will join our People Team onsite in our Carson CA office to ensure our office environment is efficient welcoming and running smoothly. You will build scalable processes support internal operations and partner cross-functionally with all teams as we continue to grow.

This is a 6 month temp-to-hire position.

Role & Responsibilities

As an Office Administrator you will support company operations by maintaining and improving our internal office systems and facilities. Responsibilities include but are not limited to:

Office & Facilities Operations

• Manage internal office systems (email accounts calendar access Zoom/DocuSign licenses etc.).

• Serve as the primary contact for building management utilities vendors and contractors.

• Maintain a clean organized well-stocked officeincluding reception common areas kitchen and meeting rooms.

• Monitor inventory and manage recurring orders (office supplies snacks kitchen items etc.).

• Coordinate shipping/receiving and oversee mail handling.

• Implement process improvements to increase efficiency and support scaling.

• Liaise with vendors and service providers including janitorial A/V IT support and facility maintenance partners.

• Oversee office security and access systems including badge issuance visitor management and emergency coordination.

• Maintain safety and compliance documentation such as fire drill logs PPE inventory first-aid supplies and safety inspection checklists.

Events Culture & Internal Support

• Plan in-office activities and engagement events (weekly lunches monthly socials etc.).

• Coordinate company-wide meetings offsites executive visits and customer tours.

• Support new hire onboarding logistics (workstation setup access swag).

• Manage swag orders for employees customers and guests.

• Track and measure engagement from events and initiatives through attendance logs feedback surveys and participation metrics to inform future planning.

• Create a positive front-of-house experience; greet and assist visitors. Serve as the face of the office ensuring all guests and employees receive prompt assistance and direction.

Finance & People Operations Support

• Perform light bookkeeping (receipt submission invoice processing expense tracking).

• Arrange travel and accommodations for employees and candidates as needed.

• Support planning for large team meetings on-site visits and company events (note: this is not an Executive Assistant role).

This role is 100% on-site and requires frequent in-person communication and coordination with internal teams vendors and building management. Standard business hours are 8:30am - 5:30pm PT with occasional evening or weekend work to meet program deadlines or support teams.

Export Control Requirements

In order to comply with the export regulations of the United States Government it is required that the applicant must fall under one of the following categories: (i) U.S. citizen or national (ii) U.S. lawful permanent resident (i.e. current green card holder) (iii) Refugee under 8 U.S.C. 1157 or (iv) Asylee under 8 U.S.C. 1158.

Minimum Qualifications

• High school diploma or equivalent; experience or education/certification in office administration or facilities management.

• Strong attention to detail follow-through and organizational skills with the ability to manage multiple priorities at once.

• Experience managing online administration systems (email calendars Zoom DocuSign etc.)

• Experience managing office vendors (supplies utilities maintenance contractors).

• Experience planning/organizing events and supporting team culture initiatives

• Ability to remain in a stationary position (sitting/standing) for extended periods and lift up to 50 lbs.

• Proficient in Google Suite and comfortable using basic office equipment.

• Comfortable working in and navigating industrial production or testing areas including climbing stairs bending or wearing required personal protective equipment (PPE).

• Thrives in a fast-growing environment and enjoys creating structure where none exists

• Ability to communicate and collaborate effectively across multiple teams

• Willingness to work in a fast-paced environment with quickly changing priorities

• Must meet export control requirements and secure work authorization in the United States and maintain ongoing work authorization beginning at the time of hire through the entirety of employment

Preferred Qualifications

• 5 years of experience working in hospitality managing workplace operations or similar fields.

• Experience managing workplace/office budgets bookkeeping and basic payables.

• Experience booking domestic/international travel.

• Experience furnishing new buildings and coordinating large-scale events.

• Exposure to workplace health safety and compliance programs (OSHA; ITAR-adjacent environments; lab or production workspace).

• Experience scaling office operations for a fast-growing or multi-site organization (space planning vendor sourcing RFPs office buildouts).

• Strong project-management skills with experience driving workplace initiatives end-to-end (familiarity with ClickUp Asana Notion or similar tools).

• Experience implementing or improving office-wide systems (asset tracking visitor/badge access safety processes conference room A/V setups).

• Ability to track and analyze basic operational data to inform decisions (inventory usage event spend etc.).

• Experience planning executive-level events or multi-day offsites (board meetings customer visits company retreats).

• Basic IT troubleshooting capabilities (conference room A/V printers Wi-Fi workstation setup) before escalating to IT support.

• Experience working in an environment with both office and production/industrial spaces (bonus: familiarity with robotics or hardware environments).

• Certifications or advanced training related to workplace or facilities management (e.g. IFMA OSHA-30 IWMS).

• Bonus: experience with interior design or space planning tools or a hospitality/service background emphasizing VIP experience.

GrayMatter Robotics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage and embrace applicants of all backgrounds to apply!

GrayMatter Robotics is committed to providing reasonable accommodations for candidates with disabilities. If you believe you require accommodations during the recruiting process please contact to submit your request.

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Compensation for this position includes the hourly rate of $20 - $30 USD. The range listed on job postings reflect the minimum and maximum new hire salary across levels in Los Angeles CA.

Required Experience:

Contract