Office Manager

Who We Are

Ontic provides software that helps corporate and government security teams identify threats, assess risk, and respond faster to keep people and organizations safe. Its Connected Intelligence Platform unifies security operations and data into a centralized system of record, enabling organizations to conduct risk assessments, protect against workplace violence, and manage threats and incidents more efficiently. Fortune 500 companies and federal agencies rely on Ontic to support security programs such as executive protection, threat intelligence, and corporate investigations.

Learn more at ontic.co or follow us on LinkedIn.

Who You Are

As Ontic’s Office Manager, you are the heartbeat of our workspace. You love to take care of people, and nothing brings you more satisfaction than helping others thrive. You view employees as internal customers, and you approach every ask—big or small—with urgency, empathy, and professionalism.

You're creative and entrepreneurial—someone who thrives in a fast-moving, start-up environment. You’re not just great at multitasking and managing logistics; you’re constantly looking for ways to streamline, improve, and modernize how the office runs, and optimizing day-to-day workflows.

You bring a high level of integrity, discretion, and accountability to everything you do. And when plans shift, as they often do, you pivot with grace and composure—keeping a cool head, a positive outlook, and a focus on solutions.

Responsibilities

• This is an in-office role with required hours from Monday to Friday, 8:00 AM to 5:00 PM, with occasional additional hours as needed for events you are responsible for planning and coordinating

• Own all aspects of building management, including interfacing with landlords, property managers, and vendors to resolve issues swiftly

• Ensure daily office cleanliness, organization, and ambiance are maintained to high standards

• Handle incoming and outgoing mail and packages, ensuring proper routing and tracking

• Manage the office operating budget, track spending, and process invoices

• Source, evaluate, and negotiate contracts with service providers

• Maintain office inventory—including food, cleaning supplies, office equipment, and swag—and ensure timely restocking; this includes the ability to lift and move moderately heavy items (up to ~40 lbs) when organizing storage, receiving deliveries, or setting up supplies

• Coordinate office moves, desk assignments, and layout reconfigurations when needed

• Research and plan team activities and internal events in partnership with the Director of Employee Experience and other internal stakeholders as required (catered lunches, internal employee events, in office client meetings, etc.)

• Be the first line of support for employee requests and onsite needs, delivering with a hospitality mindset; Including support for remote employees ensuring equitable access to resources

• Manage elements of the employee onboarding experience (onboarding materials, desk setup, welcome swag, first-day walkthroughs)

• Develop tools and playbooks to run the office smoothly to ensure consistency and continuity in operations

• Work collaboratively to create an inclusive, productive, and fun work environment

• Ad hoc HR support as needed for People team

Preferred Qualifications:

• You have 2-3 years of experience in office management or hospitality

• Demonstrated success in a start-up or fast-paced environment

• You are comfortable with all aspects of facilities management including understanding the basic systems, interfacing with building management, and directing maintenance staff

• You are fluent with various technologies and platforms and embrace emerging workplace technologies to streamline operations (i.e. Slack, G-Suite, Zoom, AI, Canva, etc.)

• You’re energized by challenges and don’t wait for permission to solve problems

• You have a demonstrated ability to maintain your professionalism and composure in a fast-paced environment with competing and constantly changing needs

• You are obsessed with running a tight ship. Operational excellence and providing outstanding internal customer service are second nature to you

• You love working with people. You are collaborative, upbeat, and optimistic

• You are a problem solver with a can-do, roll-up-your-sleeves spirit

• You are exceptionally organized, detail-oriented, and self-directed

• You are a proactive and clear communicator

• You genuinely enjoy making others feel welcome, supported, and empowered

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Ontic we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Ontic prioritizes the full inclusion of qualified individuals, providing necessary accommodations for those with disabilities to perform essential job functions. If you need assistance during the application or interview process or job tasks, please contact us at recruitment@ontic.co or call (512) 572-7400

Ontic does not provide sponsorship for employment visas or work authorization for this role. Applicants must be legally authorized to work in the US without requiring sponsorship, now or in the future

Ontic Benefits & Perks

Competitive Salary

Medical, Vision & Dental Benefits

401k

Stock Options

HSA Contribution

Learning Stipend

Flexible PTO Policy

Quarterly company ME (mental escape) days

Generous Parental Leave policy

Home Office Stipend

Mobile Phone Reimbursement

Home Internet Reimbursement for Remote Employees

Anniversary & Milestone Celebrations

Ontic is an equal-opportunity employer. We are committed to a work environment that celebrates diversity. We do not discriminate against any individual based on race, color, sex, national origin, age, religion, marital status, sexual orientation, gender identity, gender expression, military or veteran status, disability, or any factors protected by applicable law.

All Ontic employees are expected to understand and adhere to all Ontic Security and Privacy related policies in order to protect Ontic data and our clients data.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Ontic we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Ontic prioritizes the full inclusion of qualified individuals, providing necessary accommodations for those with disabilities to perform essential job functions. If you need assistance during the application or interview process or job tasks, please contact us at recruitment@ontic.co or call (512) 572-7400