Why This Job is Featured on The SaaS Jobs
This Office and Facilities Manager role stands out in SaaS because it sits at the operational center of a product-led organization building an AI platform with external, mission-critical stakeholders. Even though the work is not customer-facing, it directly supports how reliably teams can execute, collaborate, and meet delivery expectations, which is a recurring challenge in SaaS companies that are still formalising internal systems.
For a SaaS career, the position offers exposure to the mechanics that keep a growing software business functioning: vendor and contract management, office security and safety routines, and the administrative workflows that connect HR, finance, and leadership. Experience coordinating onboarding logistics, accounts payable processing, and cross-functional scheduling tends to translate well across SaaS environments where operational leverage comes from repeatable processes and clean handoffs between teams.
This role is best suited for someone who prefers hands-on ownership and enjoys being the connective tissue across functions. It fits professionals who are comfortable switching between facilities detail work and administrative coordination, and who can handle sensitive information with discretion. The hybrid structure also signals a role for someone who values in-person presence as part of keeping day-to-day operations predictable.
The section above is editorial commentary from The SaaS Jobs, provided to help SaaS professionals understand the role in a broader industry context.
Job Description
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.
