Office Manager & Receptionist

About the role

Lumilens, a photonics startup building optical interconnects for AI supercomputing, is looking for an Office Manager & Receptionist for its manufacturing site. The role is the welcoming face of the site and keeps day-to-day administration running smoothly, working closely with Operations leadership, Production, EHS, HR and Finance. It is a hands-on, fully onsite position handling confidential information with discretion.

Key responsibilities

• Serve as the first point of contact at the factory front desk: greet visitors, customers, suppliers and contractors, and answer, screen and route calls and enquiries.
• Manage site access and visitor control, including sign-in logs, badges, NDAs and safety briefings, and ensure visitors and contractors follow cleanroom and security requirements.
• Receive, log and distribute mail, courier packages and deliveries, coordinating with Receiving/Warehouse on inbound shipments and paperwork.
• Manage day-to-day administration of offices, meeting rooms, break rooms and locker/changing areas, keeping them clean and stocked, and maintain inventory of office, pantry and general consumables.
• Coordinate facilities and vendor services and act as the primary contact for building management.
• Support HR administration: prepare onboarding logistics (badges, PPE, workstation, orientation), maintain employee files and shift/attendance records, and post workplace notices.
• Coordinate site purchasing and expenses: source quotations, raise purchase requests, track spending and follow up invoices with Finance and Procurement.
• Prepare for customer visits, factory tours and supplier meetings, and arrange travel and hotel bookings for visitors.

Required profile

• At least 5 years of experience in office management, reception or administrative roles, preferably in a manufacturing, industrial or high-tech production environment.
• Familiarity with factory operations, visitor safety, EHS programmes and quality audits.
• Professional, friendly front-desk presence and excellent communication skills with production staff, engineers, leadership, vendors and visitors.
• Strong organisational and time-management skills, able to multitask in a fast-paced environment.
• High level of discretion and attention to detail with confidential information.
• Able to work fully onsite, with occasional flexibility outside regular hours.

Required skills

• Proficiency in Microsoft Office.
• Experience with ERP, purchasing or visitor management systems is a plus.