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 Qualifications
2+ years of Office Administrator or Office Management experience, ideally in a startup or growth-stage company
High-trust, high-integrity self-starter who takes initiative and gets things done without needing to be asked
Highly self-aware, with strong judgment and interpersonal skills
Genuinely enjoys working alongside engineers and technical teams in a fast-paced, hands-on environment
Exceptionally organized, with the ability to juggle multiple vendors, locations, and priorities without dropping details
Takes real pride of ownership in the look, feel, and day-to-day function of the workplace
Hard-working and willing to roll up their sleeves — no task is too big or too small
Strong ability to prioritize and manage their own workload with minimal oversight
Friendly, approachable, and service-oriented, with a genuine desire to support the team
Comfortable operating with discretion around sensitive materials, including signed contracts and export-controlled visitor protocols
Even if you don’t meet 100% of the above qualifications, we are likely still interested in hearing from you. Hiring exceptional individuals is our #1 priority, and we believe that exceptional people often have highly unusual backgrounds.
We are also interested in carving out unique roles for unconventional people that we are excited about working with.
Benefits
Reflect Orbital’s success will hinge on our team, which is why our compensation and benefits plan is designed to reward our employees and support their families as generously as we’re able.
Broad choice of medical/dental/vision coverage, Reflect covers 100% of each base-policy
Access to HSA, FSA, and 401K
Unlimited paid time off, two-weeks per year encouraged
Healthy lunches provided daily
Equal Opportunity
Reflect Orbital is an Equal Opportunity Employer; employment with Reflect Orbital is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.
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