Office Manager

Job Description

Job DescriptionOffice Manager

Location: Carlsbad, CA (On-Site)

About the Role

We're seeking a highly organized, proactive Office Manager to serve as the operational hub of our growing photonics startup. This is a hands-on role for someone who thrives in fast-paced environments, enjoys wearing multiple hats, and takes pride in creating structure and efficiency.

As the Office Manager, you'll oversee daily office operations, support finance and purchasing processes, coordinate hiring and onboarding activities, manage vendor relationships, and help foster an exceptional employee experience. You'll work closely with leadership and team members across the organization, playing a critical role in the success and growth of the company.

What You'll DoOffice & Operations Management

• Own day-to-day office operations and ensure a smooth, organized, and professional work environment.
• Manage incoming and outgoing mail, shipments, deliveries, and office logistics.
• Maintain office, kitchen, and supply inventories and coordinate facility maintenance and vendor services.
• Act as the primary point of contact for facilities, service providers, vendors, and office support needs.
• Support company events, team activities, and travel coordination.

Purchasing & Administrative Support

• Coordinate purchase requests, purchase orders, and vendor payments.
• Support spending and procurement processes using accounting and ERP tools.
• Maintain organized records, contracts, and company documentation.
• Assist with compliance documentation, including NDAs, supplier agreements, certifications, and related records.

Recruiting & HR Administration

• Coordinate recruiting activities, including job postings, interview scheduling, and candidate communications.
• Manage employee onboarding processes and ensure a seamless new-hire experience.
• Prepare and maintain onboarding documentation, including I-9s, payroll forms, access requests, and employee records.
• Support HR administration, personnel record management, and employee lifecycle processes.

Team Support

• Coordinate meetings, calendars, and administrative activities across departments.
• Serve as a trusted resource for employees, leadership, vendors, and visitors.
• Identify opportunities to improve processes, increase efficiency, and enhance the employee experience.

What We're Looking ForRequired Qualifications

• 3+ years of experience in office management, operations coordination, administrative support, or a related role.
• Strong organizational skills with exceptional attention to detail.
• Ability to effectively manage multiple priorities in a dynamic, fast-paced environment.
• Experience supporting recruiting, interview coordination, and employee onboarding.
• Proficiency with Google Workspace and Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Experience working with vendors, service providers, and facilities-related operations.

Preferred Qualifications

• Experience in a startup, engineering, manufacturing, photonics, hardware, or other technical environment.
• Familiarity with ADP or similar HRIS platforms.
• Experience with QuickBooks Online, NetSuite, Ramp, or other accounting and procurement systems.
• Knowledge of employee onboarding compliance requirements, including I-9 documentation.
• Experience organizing company events, travel, and team-building activities.
• Expirience in vendor management, purchasing, or office operations.

Why Join the team?

• Play a highly visible role at the center of a growing company.
• Work alongside a collaborative and innovative team developing cutting-edge photonics technology.
• Enjoy a supportive, close-knit culture where your contributions make a direct impact.
• Opportunity to grow with the company as we continue to scale.

Work Environment

This is a full-time, on-site position based in Carlsbad, CA. Our team values collaboration, ownership, and continuous improvement. The ideal candidate is someone who enjoys building structure, solving problems, and helping a growing organization operate at its best.

Schedule: Monday-Friday, starting between 7:30 a.m. and 8:00 a.m., with a typical end time between 4:30 p.m. and 5:00 p.m.

Job Type & Location

This is a Contract position based out of Carlsbad, CA.

Pay and Benefits

The pay range for this position is $27.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Carlsbad,CA.

Application Deadline

This position is anticipated to close on Aug 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.