Office Manager

We’re a global team of over 400 people, working together to push the boundaries of open-source technology and multi-cloud solutions. Our vision is to help developers, builders, and creators bring their ideas to life with speed and simplicity, by providing a cloud data platform that makes open-source databases, search, streaming, and application infrastructure easily accessible to everyone.

The Role

As the Office Manager - Austin, you are the heartbeat of Aiven’s North American presence. While physically rooted in our Austin office, your leadership extends to remote operational oversight of our Toronto office and the support of our regional hybrid employees.

Key Responsibilities

• Daily Operations: Manage facility functions for Austin and provide remote oversight for Toronto, also supporting globally Aiven employees as part of the Workplace team
• Mail & International Logistics: Oversee all incoming/outgoing mail and manage complex international shipments. You will navigate customs and global logistics to ensure equipment and supplies move seamlessly across borders.
• Employee Experience: You will be be responsible for onboarding new Aiven employees to Austin and Toronto. Drive a positive culture through monthly activations and weekly breakfasts in both offices
• Vendor Management: Source, vet, and manage relationships with all third-party partners. Act as the primary point of contact for contract negotiations and service quality control.
• Budget responsibility: You are responsible for office based budgets
• Communication: Act as the central point of contact for North American workplace inquiries, policies, and internal organizational updates.

Role Requirements

• Professional Experience: 3+ years in Office Management or Operations, with a proven track record of supporting remote sites and managing cross-border logistics
• Event Management: Demonstrated experience planning and executing both on-site and remote/virtual events.
• Compliance: General awareness of US workplace safety regulations.
• Soft Skills: Exceptional relationship-building skills with the ability to act as the trusted face of the office.
• Proactive Problem-Solving: A forward-thinking mindset that anticipates operational needs before they arise.
• Adaptability: The agility to pivot and thrive within a fast-paced, high-growth environment.
• Travel Readiness: Ability and willingness to travel approximately 2–3 times a year to our Toronto office and participate in company-wide offsites.
• Tools & Ecosystem (Experience with these or similar tools is a major plus):
  • Ticketing & Service Delivery: Jira Service Management
  • Collaboration & Documentation: Coda, Notion, or equivalent platforms.
  • Spend & Travel Logistics: Zip (procurement), Rydoo (expenses), and Navan/Perk (travel).

Amazing! What’s next:

If you think Aiven is the place for you and that our Values align with yours, send us your resume and we’ll get in touch!

Global Benefits:

Our global benefits are designed to help you thrive and grow, personally and professionally:

• Participate in Aiven’s equity plan.
• Balance work and life with our hybrid work policy.
• Choose the equipment you need to set yourself up for success.
• Use your Professional Development Plan budget for learning opportunities.
• Receive holistic wellbeing support through our global Employee Assistance Program.
• Inquire about our Global Time Off Commitment (Parental and Sick Leave, as well as Personal Time)
• Enjoy country-specific benefits for our global cast.

How to Recognize and Avoid Employment Scams:

There has been a rise in fake job postings used by scammers to get personal information. At Aiven, all of our emails relating to recruitment come from an @aiven.io, @greenhouse.io or @eu.greenhouse.io domain and all of our interviews are conducted by video call or in person. Our interviews will never occur via text or chat. If you’re unsure of the legitimacy of a job opportunity/offer pertaining to Aiven, please don’t hesitate to reach out to us at recruitment@aiven.io.

Equal Opportunities:

Aiven provides equal employment opportunities to all qualified employees and applicants for employment without regard to age, gender identity, national or ethnic origin, religion, sexual orientation, physical and mental ability, marital and family status or without regard to any other similar personal attributes. Aiven complies with applicable local laws governing non-discrimination in employment in every location in which the company operates. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, training and any other terms and conditions related to employment.

At Aiven we are committed to providing reasonable accommodations for qualified individuals with disabilities or special needs in our working environment and job application procedures. We make all reasonable accommodations for persons with disabilities or who otherwise need support to thrive in the workplace. We are committed to continuously improving workplace accessibility. There is an option to request a discussion in the application process but if you have any questions before applying please write to us at recruitment@aiven.io.

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