Office and Facilities Manager

At Automata, we are on a mission to transform how scientists work by making automation accessible to every lab in the world. We believe that by giving labs the power to automate, we can unlock discoveries that will shape the future of life sciences—from diagnostics and drug discovery to synthetic biology.

We are seeking a proactive and hands-on Office & Facilities Manager to oversee the operations of our two Boston offices (Kendall Square and Newton workshop). This role focuses on maintaining efficient, well-managed workspaces with emphasis on landlord relationships, budget management, and consistent operational standards across both locations.

This position is ideal for a detail-oriented professional with strong facilities management experience who can balance day-to-day operational needs while implementing long-term improvement initiatives. The successful candidate will manage all aspects of our Boston office operations while maintaining excellent relationships with landlords, vendors, and service providers.

• Landlord & Property Management
  • Serve as the primary point of contact with landlords for both Boston locations
  • Manage all lease-related communications and ensure compliance with lease terms
  • Coordinate maintenance requests, repairs, and building service needs with property management
  • Participate in quarterly landlord meetings to address facility issues and improvements
  • Support the Workplace Experience Leader and General Counsel in lease renewals, amendments, and negotiations as needed
  • Ensure adherence to building rules, regulations, and access protocols
• Budget & Financial Management
  • Manage allocated operational budgets for both Boston locations
  • Track and report on monthly facilities expenditures
  • Identify cost-saving opportunities while maintaining workspace quality
  • Process invoices and maintain accurate financial records for all facility-related expenses
• Multi-Location Operations
  • Oversee day-to-day operations across both Kendall Square and Newton workshop sites
  • Implement standardized processes and systems across both locations
  • Manage differing needs between office and workshop environments
• Facilities Management
  • Maintain safe, clean, and professional workspaces at both locations
  • Oversee workspace planning, furniture procurement, and office reconfigurations
  • Implement and maintain the company's global design standards and brand elements
  • Manage security systems, access controls, and physical safety measures
  • Ensure compliance with health and safety regulations, maintaining all required documentation
• Administrative Operations
  • Manage office supply inventory and procurement for both locations
  • Receive and process all mail, ensuring that all important letters get to the right stakeholder in the business promptly
  • Oversee shipping and receiving operations, in collaboration with our Logistics team
  • Coordinate space bookings and meeting room management
  • Support workspace technology needs in coordination with IT team
  • Process facility-related requests from employees through Slack
  • Maintain accurate records of all facilities operations and assets
  • Manage all facilities vendors, including cleaning services, maintenance contractors, and repair specialists
  • Negotiate contracts and service level agreements to ensure cost-effectiveness
  • Regularly review vendor performance and implement improvements
  • Maintain vendor documentation and payment schedules
  • Source new vendors as needed to support office operations

• 3+ years of experience in facilities management, office administration, or property management
• Proven experience managing multiple location operations simultaneously
• Strong understanding of commercial lease terms and landlord relationships
• Demonstrated ability to manage operational budgets effectively
• Experience with vendor management and contract negotiations
• Knowledge of facilities maintenance best practices and building systems
• Familiarity with health and safety regulations and compliance requirements
• Excellent organizational skills with attention to detail
• Strong communication skills and ability to work with various stakeholders
• Proficiency with Google Workspace, facilities management software, and budget tracking tools
• Experience supporting a hybrid work environment
• Ability to travel between Boston locations (approximately 30% time at Newton workshop site)

We are an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Discrimination of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status is strictly prohibited.