Office Manager & Administrative Coordinator

Please note that we are unable to provide visa sponsorship for this position.

About Proper Voltage

Proper Voltage is unlocking the next generation of battery technology across robotics, data centers, and defense.

We're building intelligent battery systems that make advanced chemistries (sodium-ion, lithium-titanate, lithium-silicon) work in products that were never designed for them. Humanoid robots can upgrade power systems without redesigning their entire platform. Data centers get safer, cheaper backup power. Drones and autonomous vehicles get higher energy density without lengthy integration cycles.

Job Overview

We are looking for a highly organized and self-directed Office Manager / Administrative Coordinator to be the operational backbone of our physical workspace. This person will own day-to-day office operations and provide direct administrative support to the COO and CTO, freeing senior leadership to focus on product, fundraising, and growth. The ideal candidate is someone who takes initiative, executes without being micromanaged, and takes pride in keeping a fast-moving environment running smoothly.

Full-time or part-time considered. Role is on-site in San Diego; remote is not available. Schedule is flexible, including options like 4 days/week or reduced daily hours (e.g., 9am to 2pm). We are open to the right arrangement for the right person.

Target Start Date: June 1 or later, coinciding with our move into our new office space.

What Sets You Apart

• You take ownership of your environment. If something needs to be fixed or improved, you propose the solution and execute it.
• You anticipate needs and build systems that prevent problems rather than waiting to be asked.
• You are highly organized and can manage multiple vendors, projects, and priorities without dropping details.
• You are comfortable operating with limited structure and can build processes where none exist.
• You communicate clearly and proactively with leadership and across teams.
• You balance scrappiness with quality, knowing when to move fast and when to build something that lasts.
• You care about creating a workplace where the team feels supported and the environment runs itself.
  
  

Responsibilities

Workplace Operations

• Own day-to-day office operations for our Carlsbad location, ensuring the space is functional, well-stocked, and running smoothly as we grow.
• Serve as the primary point of contact for front-desk and reception, including greeting visitors, managing deliveries, and handling incoming mail.
• Own all vendor relationships for office services including cleaning, internet, security, and general maintenance. Manage contracts, coordinate scheduling, and hold vendors accountable to expectations.
• Maintain a clean, organized, and well-stocked office environment including kitchen supplies, office supplies, and shared areas.
• Manage recurring inventory orders including grocery and supply deliveries, tracking stock levels and reordering proactively.
• Manage outbound shipping and coordination of lab samples, hardware packages, and other deliveries as needed.
• Build and maintain a simple office operating budget, tracking expenses against a monthly target and flagging overruns to the COO.
• Assist with scheduling and logistics for team events, off-sites, and company-wide meetings.
• Anticipate needs and build systems that prevent problems rather than reacting to them. If something keeps breaking, fix the process.
  
  

IT Coordination and Equipment Procurement

• Manage laptop and equipment provisioning for new hires in coordination with our IT firm.
• Coordinate with IT on office hardware setup and any ongoing IT support needs.\
  
  

HR and Onboarding Support

• Partner closely with leadership to support on-site interviews and new hire onboarding, ensuring a well-prepared and professional day-one experience.
• Coordinate first-day logistics including desk setup, access badges, equipment delivery, and welcome materials.
• Maintain and update Rippling employee records as directed, including start dates and basic profile information.
• Assist with interview scheduling, candidate communications, and offer letter logistics as needed.
  
  

Finance and Administrative Support

• Assist with basic accounts payable tasks: collecting receipts, coding expenses, and routing invoices to our accounting firm.
• Manage petty cash and track office-related expenditures against a defined monthly budget.
• Handle vendor and subscription management for office services, coordinating renewals and cancellations as directed.
• Prepare occasional documents or summaries as requested by the COO or CTO.
  
  

Required Qualifications

• 4 years of experience in office management, workplace operations, or a similar administrative role, ideally in a startup or fast-moving environment.
• Experience managing vendor relationships and service contracts.
• Strong organizational skills with a track record of managing multiple competing priorities independently.
• Comfortable with Microsoft Office, and Slack.
• Experience with or ability to quickly learn Rippling or a comparable HRIS platform.
• Excellent written and verbal communication skills.
• Reliable, proactive, and able to operate without constant direction.
• Comfortable handling sensitive information with discretion.
  
  

Preferred Qualifications

• Experience at a high-growth startup (Series A through Series C) where you worked in recruiting and people ops simultaneously
• Experience supporting senior operators in a startup or high-growth company.
• Experience with office buildouts, new office launches, or managing a second location.
• Familiarity with basic facilities systems such as HVAC coordination, networking setup, or physical security.
• Familiarity with basic accounts payable workflows and vendor management.
• Experience coordinating IT equipment procurement or working alongside a managed IT provider.
• Background in a hardware, manufacturing, or lab-adjacent environment is a plus.
  
  

Compensation & Benefits

• $75,000 to $90,000 base salary, depending on experience and prorated based on agreed schedule and hours
• Health, dental, and vision insurance
• Flexible PTO with a generous holiday policy