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Office Manager

Lumilens· HR
Apply on company site
San JoseFull-timePosted 2mo ago

About the role

Office Manager supporting project coordination, cross-functional engagement, data management, accounting/administrative tasks, and facilities for Lumilens.

Responsibilities

  • Coordinate and manage multiple projects simultaneously, ensuring all tasks, milestones, and deliverables remain on schedule.
  • Provide daily oversight of vendor activities, installation schedules, and field dispatches.
  • Create, maintain, and regularly update trackers to reflect project progress, deliverables, risks, and outstanding actions.
  • Assist with ordering, provisioning, and logistics for project materials or services.
  • Open, monitor, and report on provisioning tickets, ensuring timely follow-up and closure.
  • Act as a key liaison among project management, facilities, engineering, IT, procurement, accounting, and external vendors.
  • Follow up with internal teams to keep project components (equipment, configurations, facility readiness, documentation, etc.) on schedule.
  • Work directly with the facilities team on site-related needs, such as access coordination, onsite scheduling, troubleshooting, and issue escalation.
  • Participate in regular meetings with functional groups to gather updates, identify blockers, and ensure alignment on upcoming project phases.
  • Develop and maintain detailed trackers for vendors, contingent workers, and project-related deliverables.
  • Implement best-practice standards for data accuracy, file naming, document storage, and version control.
  • Prepare recurring status reports for project managers and leadership, highlighting progress, variances, and completion timelines.
  • Ensure all project documentation is complete, up to date, and properly archived.
  • Assist with accounting tasks including invoice reconciliation, purchase order tracking, and verification of vendor deliverables prior to payment.
  • Collaborate with the accounting team to maintain accurate project cost tracking and budget alignment.
  • Support administrative duties such as updating documentation, preparing meeting summaries, scheduling, and conducting compliance checks.
  • Respond to facility-related requests associated with active projects, including scheduling, equipment placement, space readiness, and coordination with onsite teams.
  • Support the facilities team with urgent or emerging needs that affect project timelines or work execution.

Qualifications

  • 5-7 years of experience in customer service, project coordination, or support roles (with strong preference for telecommunications infrastructure experience).
  • Proficiency in Microsoft Office (Excel, Word, Outlook, MS Project).
  • Familiarity with Adobe Acrobat and ability to work across multiple systems and platforms.
  • Highly detail-oriented, able to maintain accuracy across trackers, documentation, schedules, and follow-up items.
  • Self-starter who takes ownership of assigned workstreams, proactively identifies next steps, and drives tasks to completion with minimal supervision.
  • Availability Monday–Friday, with occasional after-hours work depending on project schedules.

Skills

Required:Customer service/project coordinationMicrosoft OfficeAdobe Acrobat
Last updated Sep 26, 2026. Interested? Apply on the company site.

About Lumilens

Connectivity Platform for AI

Lumilens provides next-gen photonic interconnects for massively scaling out – and scaling up – AI compute infrastructure.

Photonic InterconnectsNext-Gen ManufacturingSystem-level knowledgeLumicore platformCPO/SiPh manufacturing
Company profileWebsite

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