Office & Experience Coordinator

Machina Labs, founded in 2019 by aerospace and auto industry veterans, is a smart manufacturing company based in Los Angeles, California. Enabled by advancements in artificial intelligence and robotics, Machina Labs is developing software-defined factories of the future. The mission of the company is to develop modular manufacturing solutions that can be reconfigured to manufacture new products simply by changing the software. The company is currently working to build the first commercial robotic sheet metal forming machine. Machina Labs is funded and backed by major investors in the field of AI and Deep Tech. 

As the Office and Experience Coordinator at Machina Labs you’ll be responsible for the organization, coordination, and administration of office procedures to ensure organizational effectiveness, efficiency, and safety as well as the planning and execution of employee experience events to promote engagement and community. You’re an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative tasks with the ability to work independently with little or no supervision. Well organized, flexible and enjoy the challenges of supporting an office of diverse people. 

Essential Functions

• Provide general office support: maintain files, order supplies, greet guests, enforce ITAR policy’s, answer phones, organize and prioritize projects and activities. 
• Serve as the point person for request such as office maintenance and safety. and communication with the landlord, mailings, managing correspondence, running errands, etc. 
• Maintain office space: equipment, office supplies, cleaning services, postage, security. 
• Expense reporting support to Operations and Sales team (sales support should be moved to EA position) 
• Keep conference rooms clean and functional daily 
• Coordinate office activities and operations including team celebrations, volunteer work and monthly all-hands meetings.
• This includes twice weekly team dinners, monthly happy hours and birthday celebrations.
• Maintain communal kitchen(s) and manage ordering and restocking
• Drive event coordination for employee engagement events from conceptualization through completion. 
• Manage event calendar and internal communications
• Receive and distribute incoming mail and packages and coordinate outgoing. 
• Order, maintain and organize all kitchen, office, and janitorial supplies 
• Assist with the coordination and scheduling of office/building maintenance activities 
• Assist in providing a seamless onboarding experience for new hires. 
• Maintain and order branded items for employee engagement and new hires 
• Assist with special events (customer events, holiday events, team days, etc.) 
• Supports overall facilities team with projects/tasks.
• Travel Coordination – supports travel and bookings for employees.

Essential Requirements

• 1-2 years of experience and office, HR or customer related role.
• Strong attention to detail and organizational skills 
• Excellent verbal and written communication abilities 
• Ability to maintain confidentiality 
• Adaptability in a fast-paced environment 
• Proficiency in Microsoft Office 
• Educational background in business administration, communications, or related field