{"id":621865,"url":"https://alion.io/job/lumilens-office-manager","title":"Office Manager","company":{"id":678172,"name":"Lumilens","domain":"lumilens.com","url":"https://alion.io/company/lumilens","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Ashby","truth_index":{"grade":"A","score":89,"open_postings":56,"ghost_share":0,"stale_share":0.25,"repost_share":0,"time_to_fill_p50_days":118,"computed_at":"2026-10-21T05:46:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["San Jose, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":58000,"max_usd":116000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1667},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"Wi-Fi","optional":true}],"status":"live","first_seen_at":"2026-07-23T23:58:10Z","employer_posted_date":"2026-07-23","last_verified_at":"2026-10-22T01:42:57Z","board_verified":true,"closed_at":null,"days_open":90,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":90},"description":"About Lumilens\nAt Lumilens, we are building the essential photonics infrastructure that will drive tomorrow’s AI supercomputing. From chip-to-chip optical interconnects to scalable photonic engines, Lumilens is ushering in a new era of computing that is faster, cooler, and dramatically more efficient. We are a well-funded startup, backed by Mayfield, and led by seasoned veterans who have built and scaled some of the industry’s most transformative technologies. This is a unique ground-floor opportunity to reimagine the optical layer from the silicon up and collaborate with world-class engineers tackling some of the most challenging problems in optics, systems, manufacturing, and scale.\nDuties and Responsibilities\nProject Coordination & Operational Support\nCoordinate and manage multiple projects simultaneously, ensuring all tasks, milestones, and deliverables remain on schedule.\n\nProvide daily oversight of vendor activities, installation schedules, and field dispatches.\n\nCreate, maintain, and regularly update trackers to reflect project progress, deliverables, risks, and outstanding actions.\n\nAssist with ordering, provisioning, and logistics for project materials or services.\n\nOpen, monitor, and report on provisioning tickets, ensuring timely follow-up and closure.\n\nCross-Functional Engagement\nAct as a key liaison among project management, facilities, engineering, IT, procurement, accounting, and external vendors.\n\nFollow up with internal teams to keep project components (equipment, configurations, facility readiness, documentation, etc.) on schedule.\n\nWork directly with the facilities team on site-related needs, such as access coordination, onsite scheduling, troubleshooting, and issue escalation.\n\nParticipate in regular meetings with functional groups to gather updates, identify blockers, and ensure alignment on upcoming project phases.\n\nData Management, Tracking & Reporting\nDevelop and maintain detailed trackers for vendors, contingent workers, and project-related deliverables.\n\nImplement best-practice standards for data accuracy, file naming, document storage, and version control.\n\nPrepare recurring status reports for project managers and leadership, highlighting progress, variances, and completion timelines.\n\nEnsure all project documentation is complete, up to date, and properly archived.\n\nAccounting & Administrative Support\nAssist with accounting tasks including invoice reconciliation, purchase order tracking, and verification of vendor deliverables prior to payment.\n\nCollaborate with the accounting team to maintain accurate project cost tracking and budget alignment.\n\nSupport administrative duties such as updating documentation, preparing meeting summaries, scheduling, and conducting compliance checks.\n\nGeneral Facility Support\nRespond to facility-related requests associated with active projects, including scheduling, equipment placement, space readiness, and coordination with onsite teams.\n\nSupport the facilities team with urgent or emerging needs that affect project timelines or work execution.\n\nRequired Qualifications\n5-7 years of experience in customer service, project coordination, or support roles (with strong preference for telecommunications infrastructure experience).\n\nProficiency in Microsoft Office (Excel, Word, Outlook, MS Project).\n\nFamiliarity with Adobe Acrobat and ability to work across multiple systems and platforms.\n\nHighly detail-oriented, able to maintain accuracy across trackers, documentation, schedules, and follow-up items.\n\nSelf-starter who takes ownership of assigned workstreams, proactively identifies next steps, and drives tasks to completion with minimal supervision.\n\nAvailability Monday-Friday, with occasional after-hours work depending on project schedules.\n\nPreferred Qualifications\nBachelor’s degree\n\nExperience with VoIP, SD-WAN, WiFi, Ethernet, and cabling technologies.\n\nPrevious involvement in multi-site or telecommunications infrastructure project environments.\n\nEqual Opportunity Employer\nLumilens is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all individuals are treated with respect and dignity. We believe that diversity drives innovation and strengthens our company. We welcome applicants from all backgrounds, and we do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 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