Office Manager

About Invisible

Invisible Technologies is the AI training and scaling partner for the leading foundation model providers, enterprises, and governments, bridging the gap between AI potential and production. Invisible’s unique AI Process Platform combines elite global human expertise, cutting edge technology, and deep institutional knowledge gained by training 80% of the world’s leading AI models. Trusted by AWS, Microsoft, and Cohere, we have an unparalleled ability to operationalize AI for real-world applications. Our explosive growth landed us the #2 spot on the Inc. 5000 in 2024, closing the year on $134m revenue.

Job Title

Office Manager

Location

Hybrid: New York City

About Invisible

Invisible Technologies is the AI training and scaling partner for the leading foundation model providers, enterprises, and governments, bridging the gap between AI potential and production. Invisible’s unique AI Process Platform combines elite global human expertise, cutting-edge technology, and deep institutional knowledge gained by training 80% of the world’s leading AI models. Trusted by AWS, Microsoft, and Cohere, we have an unparalleled ability to operationalize AI for real-world applications. Our explosive growth landed us the #2 spot on the Inc. 5000 in 2024, closing the year on $134m in revenue.

About the Role

In this role as an Office Manager, you will help Invisible manage its office footprint, with primary oversight for our office in New York City, oversight of a part-time staff member managing facilities in San Francisco, and connectivity to our co-working spaces in cities like London. This is an important role to help Invisible create a bridge between the virtual “remote” world and additional in-person collaboration. You will be responsible for office lease management and negotiations, facilities vendors and contracts, furniture, and supplies to ensure that local team members are productive. Moreover, this is a unique chance in Invisible history to shape the in-person experience, community, and culture from the ground up.

What You’ll Do

• Manage NYC office space, including space planning, furniture procurement, utility setup, and workplace technology installation.
• Partner with senior management in Operations, Finance, and People on ongoing lease negotiation as Invisible’s needs change and grow; lead on-the-ground search for future NYC office space
• Oversee facilities staff (1 part-time person) in the SF office 
• Coordinate Invisible’s co-working membership in other cities, such as London, to ensure the local team and travelers are equipped 
• Ensuring onsite regulatory compliance as well as proper safety protocols in NYC and SF  
• Manage day-to-day office operations: vendor contracts, office supplies, utilities, cleaning, maintenance, and security. Serve as onsite reception in NYC as needed, >3 days/week 
• Own the NYC and SF office budgets, track expenditures, and support financial forecasting.
• Maintain a reliable IT infrastructure and troubleshoot issues with internal or external partners.
• Cultivate a welcoming, inclusive in-office culture through onboarding support, events, and communication.
• Coordinate emergency preparedness and enforce safety standards for a secure work environment.
• Set up and maintain an effective booking system to support smooth coordination of shared spaces (including onsite activities) and contribute to a healthy, well-organized work environment.

What We Need

• 3+ years with budget management
• 3+ years negotiating with suppliers and vendors
• 2+ years with space allocation and facility management
• Skill in coordinating the scheduling of shared office resources
• Proficiency with contract management and document review
• Experience in handling communication tools for interdepartmental coordination
• Successfully set up or managed an office for a remote-first or hybrid company
• History of fostering strong relationships with external service providers
• Proven ability to enhance the in-office experience for employees
• Experience establishing office policies and procedures that support team productivity
• Experience in NYC office compliance and regulations, such as safety team creation and management, OSHA compliance, etc. 

An Invisible Talent Acquisition Partner can provide more information on which locations are included in each of our geographic pay tiers during the interview process. For candidates outside the U.S., compensation will be adjusted to reflect local market conditions and cost-of-living differentials.

Bonuses and equity are included in offers above entry level. Final compensation is determined by a combination of factors, including location, job-related experience, skills, knowledge, internal pay equity, and overall market conditions. Because of this, every offer is unique. Additional details on total compensation and benefits will be discussed during the hiring process.

What It’s Like to Work at Invisible:

At Invisible, we’re not just redefining work—we’re reinventing it. We operate at the intersection of advanced AI and human ingenuity, pushing the boundaries of what’s possible to unlock productivity and scale. Ownership is at the core of everything we do. Here, you won’t just execute tasks—you’ll build, innovate, and shape the future alongside world-class clients pushing the boundaries of AI.

We expect bold ideas, relentless drive, and the ability to turn ambiguity into opportunity. The pace is fast, the challenges are big, and the growth is unmatched. We’re not for everyone, and we’re okay with that. If you’re looking for predictable routines, this isn’t the place for you. But if you’re driven to create, thrive in dynamic environments, and want a front-row seat to the AI revolution, you’ll fit right in.

Country Hiring Guidelines:
Invisible is a remote-first organization and hires new team members in countries around the world. Although many of our roles are fully remote, some roles may carry specific location-based eligibility requirements. Our Talent Acquisition team can help answer any questions about location after starting the recruiting process.

AI Interviewing Guidelines:
Our hiring team thoughtfully uses AI to support an efficient, engaging, and inclusive interview process. Since AI can also be a helpful tool for candidates, we've outlined expectations for using it ethically throughout your interview journey. Click here to learn more about how we use AI and our guidelines for candidates.

Accessibility Statement:
We’re committed to providing reasonable accommodations for individuals with disabilities. If you need assistance or accommodation due to a disability, please contact our Talent Acquisition team during the recruitment process at accommodation@invisible.email. 

Equal Opportunity Statement:
We’re an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status, or any other basis protected by law.

Due to a high volume of candidates, Invisible may use automated decision-maker technologies to filter candidates based on response to our application questions and other provided information. Our use of automated decision-making enables us to be efficient by providing a manageable list of possible candidates that meet our mandatory hiring criteria. If you object to our use of automated decision-making please contact us.