Office & Facilities Manager

About Beacon AI

We’re a fast-moving team of aviators, engineers, and operators building an AI platform to make flying safer, more efficient, and more capable. Backed by top investors, we’ve secured a dozen Department of Defense contracts and partnered with major airlines to deliver mission-critical systems. We operate without silos or heavy processes. Small, focused teams own what they build, ship quickly, and learn fast, pushing the boundaries of how humans and AI work together in aviation.

Position overview

We're looking for a highly organized, proactive Office & Facilities Manager to be the operational backbone of our headquarters. This is a hands-on, on-site role where you'll keep our office running smoothly while supporting HR administration, accounts payable, and day-to-day logistics. You'll work closely with leadership and cross-functional teams, and no two days will look the same.

Key Responsibilities

Hangar Facilities and Office Management (40%)

• Serve as the primary point of contact for the office, managing visitors, vendors, building maintenance, and security protocols

• Manage vendor relationships and contracts (cleaning, utilities, catering, IT, etc.) and oversee billing and issue resolution

• Maintain office equipment, supplies, and common areas; conduct regular walkthroughs to ensure a safe and functional workspace

• Ensure emergency equipment is maintained and safety documentation is up to date; serve as first point of contact for emergency services

HR, Administrative and Accounts Payable (40%)

• Support new hire onboarding logistics including workspace setup, badging, equipment coordination, and company swag

• Coordinate with HR on in-office interviews, employee records, and administrative needs

• Process accounts payable, manage invoices, and maintain accurate financial records in coordination with leadership

• Manage calendars, schedule meetings and conference rooms, and provide administrative support to senior leadership

• Handle incoming and outgoing mail, document scanning, filing, and secure destruction of confidential materials

• Coordinate with Legal for document signatures and compliance matters

Errands, Shipping and Events (20%)

• Manage incoming and outgoing shipments; coordinate with couriers and freight vendors

• Run office errands as needed

• Plan and execute company events including team offsites, milestone celebrations, and all-hands logistics

• Coordinate catering for meetings, executive visits, and office events

Role Requirements

• 3+ years of office administration, operations, or facilities management experience

• Experience with accounts payable or basic financial administration

• Strong organizational and time-management skills; able to manage multiple priorities with minimal supervision

• Excellent written and verbal communication; comfortable working with all levels of staff and external stakeholders

• Proficiency in Microsoft Office Suite or Google Workspace

• Ability to handle sensitive and confidential information with discretion

• Valid driver's license

Bonus Points

• Experience in a startup or high-growth technology environment

• Familiarity with AP tools such as QuickBooks, Brex or similar

• Experience supporting HR functions including onboarding and recruiting coordination

• Background in event planning or logistics coordination

Physical Demands This on-site role requires sitting at a desk for extended periods, walking the facility, lifting light items (up to 25 lbs), and running errands off-site.

Work Location
This is a hybrid role based in San Carlos, CA, with 3+ days per week onsite and the option to work remotely on remaining days.

Perks & Benefits (Full-Time Employees)

• Healthcare: 100%* of employee medical premiums covered; 25% for dependents

• Time Off: 3 weeks PTO plus 13+ paid company holidays

• Stipends: Monthly phone and wellness benefits

• 401(k): Offered (no current employer match, but we are committed to enhancing this benefit in the future).

Due to U.S. export control regulations, we can only hire U.S. Persons (U.S. citizens, Green Card holders, lawful permanent residents, or individuals granted asylum or refugee status). We are unable to provide visa sponsorship or support visa transfers. All work must be performed in the United States.

Beacon AI is an equal opportunity employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, veteran status, or any other protected characteristic. We prohibit harassment or discrimination of any kind in the workplace and comply with all applicable federal, state, and local employment laws.