Office Administrator

ABOUT HEAVISIDE INDUSTRIES

Heaviside Industries builds multi-domain autonomous precision munitions for U.S. and allied special operations and conventional forces. While modern warfare has rapidly evolved with the proliferation of unmanned systems, hyper-precise munitions in contested environments are the future of the battlefield. Economical precision strike capabilities are critical to U.S. and allied war efforts, enabling successful defeat of enemy military assets and infrastructure. Heaviside builds precision munitions designed to operate in GPS-denied and spectrum-jammed battlefieldswhere traditional systems degrade or failwithout inflated prices or sacrifice to performance.

All engineering and manufacturing is conducted in-house in Heavisides Los Angeles, CA headquarters and Oslo, Norway office.

Heaviside is backed by Interlagos, Menlo Ventures, Flume Ventures, Cantos, Anorak Ventures, and Ravelin Ventures.

WHAT YOU WILL DO

Administrative and Operational Support

• Serve as the primary point of contact for staff, management, and external parties.
• Oversee daily office activities, maintain office equipment, and coordinate necessary repairs.
• Ensure the workplace environment remains organized, functional, and efficient.
• Act as the point of contact for cleaning services, building-related issues.

Financial and Records Management

• Assist with expense tracking and basic bookkeeping tasks.
• Process invoices, payments, and provide support for Accounts Payable activities.
• Assist with generating and preparing sales quotes.

Supplies and Inventory

• Monitor and order office supplies and snacks within established budgets.
• Maintain inventory levels to ensure the office is properly stocked.

Human Resources Support

• Assist with employee onboarding and documentation.
• Maintain employee records and support general HR administrative tasks.

Shipping and Logistics

• Generate shipping documents, including bills of lading, labels, and EEI filings for international shipments.
• Schedule shipments, coordinate with carriers, and resolve delivery delays or issues.
• Ensure compliance with shipping regulations and customer requirements.

WHAT WERE LOOKING FOR

• Associates or Bachelors degree in Business Administration, Management, or a related field preferred.
• 3+ years of experience in an administrative, office management, or similar role.
• Strong organizational and time-management skills with the ability to manage multiple tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software.
• Basic understanding of bookkeeping and accounts payable processes.
• Experience with shipping logistics or documentation is a plus.
• Excellent communication and interpersonal skills.
• Ability to work independently and maintain confidentiality with sensitive information.
• Strong attention to detail and problem-solving abilities.

Additional Information:

Compensation bands are determined by role, level, location, and alignment with market data. Individual level and base pay is determined on a case-by-case basis and may vary based on job-related skills, education, experience, technical capabilities and internal equity. In addition to base salary, for full-time hires, you may also be eligible for long-term incentives, in the form of stock options, and access to medical, vision & dental coverage as well as access to a 401(k) retirement plan.

To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here.

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Heaviside is an Equal Opportunity Employer; employment with Heaviside is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, physical disability or any other legally protected status.