About the role
At Reflect, you will be expected to move fast, have a lot of ownership and, most importantly, be able to effect change. If this excites you, we are interested in hearing about your best work and accomplishments across any domain and from any points in your life.
About
the Role We're looking for a highly detail-oriented, hands-on Office Administrator to own the day-to-day experience of our Hawthorne office. You'll keep the workspace welcoming, well-stocked, and running smoothly — creating an environment our team is proud to walk into every day. Reporting to our Operations Manager, you'll partner closely with our Head of Facilities, engineering teams, and leadership to help the office scale alongside the company. This is a high-trust, high-impact role with visibility across the entire organization.
Responsibilities Own the day-to-day operations of the office, making sure it runs smoothly and feels welcoming Serve as “food czar” — the point person for daily food deliveries and manage snack and drink stock Monitor and restock office and kitchen supplies Serve as the primary point of contact for facilities vendors (cleaning crews, pest control, and other service providers) Help to plan and execute future office moves or build-outs as
the team grows Greet and assist visitors for meetings, including export control (ITAR/EAR) check-in procedures Manage the conference room reservation system Create and maintain a repository of signed contracts on shared Google Drive, collecting documents from team members as needed Upload contracts (including NDA’s) for signature Assist in the planning and organizing of team-bonding events, off-sites, and holiday celebrations Coordinate shipping, receiving, and mail/package logistics Track and manage the office operations budget; process and reconcile vendor invoices and expenses Maintain office safety and emergency preparedness (first aid supplies, fire drills, emergency contact lists) Continuously look for ways to improve the office environment and office organization as the company scales Provide administrative and calendar support to leadership as needed Negotiate and manage vendor contracts and renewals to ensure the best value for the company Ideal