Facilities and Office Specialist

Role Summary

The Facilities & Office Specialist is responsible for the day-to-day operational integrity of Scythe's physical site, vendor relationships, and office functions. This role serves as the internal anchor for facilities management, compliance coordination, and general administrative continuity as the Scythe organization scales under ASI.

Key Responsibilities

Facilities Management

• Manage day-to-day operations of Scythe facilities, including maintenance, repairs, and site readiness
• Coordinate with external vendors and service providers for facilities-related needs
• Maintain inventory of facilities assets and manage associated budgets
• Support shop and staging area organization in coordination with Field Operations
• Ensure physical site supports operational and safety requirements

Office Administration

• Own general office operations including supplies, equipment, and vendor coordination
• Manage site access, visitor coordination, and internal office logistics
• Support onboarding logistics for new hires
• Serve as the primary point of contact for facilities-related employee needs
• Maintain organized records for site operations, contracts, and vendor agreements

Vendor & Compliance Coordination

• Serve as long-term internal POC for JJ Keller (DOT/fleet compliance support)
• Coordinate with ASI legal and compliance on regulatory obligations tied to facilities and fleet
• Ensure facilities-related vendor contracts are current and properly administered
• Support DOT compliance documentation and audit readiness as needed

Qualifications

Required

• 3+ years in facilities management, office administration, or operations coordination
• Strong organizational skills with the ability to manage multiple competing priorities
• Experience managing vendor relationships and service contracts
• Effective written and verbal communication skills
• Proficiency with standard business tools (Microsoft Office / Google Workspace)

Preferred

• Experience in a startup, manufacturing, or field operations environment
• Familiarity with DOT/fleet compliance or regulatory coordination (JJ Keller or similar)
• Experience supporting supply chain or warehouse operations
• Exposure to robotics, hardware, or autonomous systems organizations

Success Indicators

• Site operations run cleanly with no significant continuity gaps
• Vendor relationships are proactively managed and contracts are current
• DOT/fleet compliance obligations are met without requiring engineering or operations team intervention
• Office and administrative functions do not create friction for the broader team
• Role serves as a durable operational foundation as Scythe scales