Senior Office Manager
Fulltime | Hybrid | U.S. - New Jersey

Who We Are

vialytics is revolutionizing how cities manage road infrastructure. Our AI-powered road management system, combining intelligent software with a simple smartphone, enables municipalities to detect road damage, prioritize maintenance, and make smarter infrastructure decisions.

Founded in 2018 in Germany, we have rapidly scaled across Europe and the U.S., supporting 1000+ municipalities in 7 countries.

We're now entering the next phase of growth:

• accelerating our international expansion

• taking our product to the next level

• building an organization that truly scales

The U.S. is a key part of our journey. We’re looking for a resourceful and well-organized Senior Office Manager to join our international Business Operations team. You will be the go-to person for our U.S. hub, ensuring seamless office operations and empower our local team to succeed as we grow in the U.S. market.

🎯About the role

💼 Your Key Responsibilities

• Office & Facilities: You own the day-to-day office setup and workplace operations, ensuring that the office is organized, functional, and equipped to support the needs of the business as it grows and evolves.

• Structure & Processes: You create structure where none exists yet. You define, document, and continuously improve reliable, repeatable, and scalable processes for areas such as employee equipment setup, invoices and checks, mail, fleet, and office operations.

• Employee Equipment: You set up and manage team hardware for new hires, handle employee equipment requests, and track internal devices in our asset management tools.

• Administration: You handle day-to-day administrative tasks for the US office.

• Insurance: You manage the company insurance policies of the US entity, including renewals, certificates, and claims, in coordination with brokers and providers.

• Mail, Invoices & Checks: You process incoming and outgoing post, manage invoices through to approval and payment, and handle check processing in coordination with the finance team.

• Fleet Management: You own the US vehicle fleet, including assigned vehicles and pool cars. You coordinate maintenance, registration, insurance, availability, and related vendors so GTM teams can reliably travel to customers.

• IT Support (partial): You provide first-level IT support for the US team when immediate support from our EU-based Global IT Admin is not practical due to time-zone differences. You troubleshoot common issues and escalate more complex topics.

• Customer Hardware Backup: You provide backup support for customer hardware handling, including shipping, receiving, and tracking, in close coordination with the Customer Hardware Manager.

• Flexibility & Teamwork: You step in wherever support is needed and keep an overview when priorities shift.

🌟 We would be the perfect match if you are...

• Self-directed: You work independently, make sound decisions without constant check-ins, and take ownership of outcomes. Senior level reflects the level of autonomy this role requires, not only the complexity of the tasks.

• Scale-up mindset: You are comfortable working in a growing environment where processes and structures are still evolving. You bring the flexibility and ownership needed to build reliable operations as the team grows.

• Process builder: You create order out of unstructured situations, build clear and scalable workflows, document them effectively, and continuously improve them as the business evolves.

• Organized & calm: You keep track of many moving parts and stay composed when things get busy. You are solution-oriented and pragmatic.

• Stakeholder management: You collaborate reliably with teams in the US and Europe, stay flexible, and adapt quickly to new situations.

• Hands-on & eager to learn: You roll up your sleeves, ask questions, and find practical solutions instead of waiting for the perfect answer.

• Technically confident: You are comfortable with office hardware and basic IT troubleshooting.

• Experience: Several years of experience in office management, administration, facilities, workplace operations, or a similar role. Experience in a start-up or scale-up environment, building processes from scratch, accounts payable, check processing, fleet, or office relocation projects is a plus.

• Language: Excellent written and spoken English. German or French is a plus, as you will work closely with our EU team.

• Mobility: A valid driver’s license is required.

• On-site presence: We’d love to see you at our New Jersey office daily to tackle some hands-on admin tasks—with plenty of flexibility to work from home for the other half of your day.

💰 What We Offer:

• Fully covered medical, dental, and vision insurance

• 18 vacation days + 8 sick days

• 12 weeks parental leave

• Monthly wellness stipend through JOON

• $1,500 annual professional development budget

• Compensation based on experience, skills and qualifications : $75,000 – $90,000

We're a collaborative, low-ego culture focused on winning together- if you're interested in learning more please apply below and we'll set up time to chat if we feel it's a match.

Equal Opportunity Employer

vialytics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

🔒 Please be aware of phishing scams: vialytics never charges any fees for applications, resume reviews, interviews, or training processes. Official communication from our recruiting team will only come through:

• our recruiting platform Teamtailor,

• verified LinkedIn profiles of vialytics recruiters, or

• email addresses ending in @vialytics.de, @vialytics.fr, or @vialytics.com