Office Manager at Portfolio

Fishers, Indiana, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Feb, 26

Salary

0.0

Posted On

17 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Facilities Coordination, Executive Support, Organizational Skills, Communication Skills, Microsoft Office Suite, Vendor Management, Contract Negotiation, Budget Management, Confidentiality, Self-Starter, Event Planning, Process Improvement, Project Support, Team Collaboration, Safety Compliance

Industry

Description

Company: At Arrive AI (Nasdaq: ARAI), we’re not just building products—we’re transforming the future of the Autonomous Last Mile™ (ALM). Over a decade ago, we started with a pioneering vision and patents for the first smart mailbox for drone delivery. Through systematic research, development, and deep customer collaboration, we’ve evolved to today where we deploy Arrive Points—smart lockers and mini-cross-docks for frictionless drone, robotic, and courier delivery, from medical supplies to meals to e-commerce. Arrive AI is now moving forward to scaling the ALM network and platform of the future for all autonomous delivery providers, services, and customers. We are the intelligent choice for the last inch of the Autonomous Last Mile™. About Us: We move fast, balancing strategy with opportunity. We are merit-based, valuing integrity, innovation, and treating others as we want to be treated. At Arrive AI, every employee is an equity holder and a business owner. Our shared vision, ownership, and culture fuel our mission to revolutionize autonomous delivery. The Role: The Office Manager will be the central point of contact for day-to-day office operations at our Fishers headquarters. This role ensures the office runs smoothly, manages key vendor relationships, and supports projects across multiple departments. The Office Manager will also drive continuous improvement in office operations, coordinate high visibility initiatives, and serve as a trusted partner to executive leadership. Key Responsibilities: Serve as the first point of contact at the front desk, greeting guests, managing visitor access, and answering phones. Maintain office supplies, break room stock, and first aid/medical station supplies. Coordinate and support company events, team meetings, and onsite/offsite gatherings. Partner with and provide project support to executive leadership (C-Team), as well as Product, Solutions, Finance, Marketing, and HR departments. Manage vendor relationships related to facilities, office maintenance, and supplies, including contract negotiation and performance monitoring. Oversee facility operations, including space planning, equipment needs, and safety compliance. Implement and improve office processes to drive efficiency, cost savings, and scalability. Handle incoming and outgoing mail, packages, and deliveries. Maintain shared office spaces for cleanliness, organization, and functionality. Support HR and leadership with onboarding logistics and employee experience initiatives. Prepare reports, presentations, and communications for leadership and cross-functional teams. Other administrative and project-based duties as assigned. Why Join Arrive AI: Opportunity to contribute to a fast-growing company shaping the future of logistics and delivery. A collaborative culture that values innovation, accountability, and continuous improvement. Competitive compensation and benefits package. Be part of a mission-driven team that thrives on solving real-world problems with cutting-edge technology. Requirements What We’re Looking For: 5 years of experience in office administration, facilities coordination, or executive administrative support. Proven ability to manage multiple priorities and lead small-to-medium projects independently. Strong organizational skills with attention to detail and process improvement mindset. Excellent written and verbal communication skills; ability to interact with employees at all levels, including executives. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and collaboration tools (Teams, SharePoint). Experience managing vendors, contracts, and budgets. Ability to exercise discretion and maintain confidentiality in handling sensitive information. Self-starter with a proactive, solution-oriented approach. Preferred Qualifications: Experience supporting C-level executives or leadership teams. Event planning or coordination experience. Background in facilities management or vendor/contract negotiations. Exposure to fast-growing companies, startups, or manufacturing environments.

Responsibilities

The Office Manager will oversee day-to-day office operations, ensuring smooth functioning and managing vendor relationships. This role also involves supporting projects across multiple departments and driving continuous improvement in office processes.