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 couldn't be more excited to add another Office Admin to my team!

When I started in 2023, we had 25 full-time employees. Today, we’ve 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. That's why I’m 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, you’re going to thrive here.

You'll love this role because...

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

• You’re 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 I'd have the time to micromanage even if I tried!).

You'll hate this role because...

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

• There's no consistent structure, a predictable routine, or a detailed playbook for everything.

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

We know startups aren't for everyone. The lows can feel really low, but the highs are incredibly high. If you're 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 office—including 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 [email protected] 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.