Business Operations and Facilities Specialist

About Beacon AI

Beacon AI is developing AI pilot assistant technology to transform aviation, flight safety, operational efficiency, and pilot capabilities. We are on a mission to leverage the power of artificial intelligence and advanced data analytics to revolutionize the aviation industry. Join us to be at the cutting edge of technological innovation for the second century of aviation.

Role Overview

As a Business Operations and Facilities Specialist at Beacon AI, you will provide critical administrative and operational support to ensure the smooth functioning of daily business activities. In this role, you will assist with internal operations, help manage recruiting coordination, and support key business functions. This is an excellent opportunity for an entry-level professional looking to grow within a fast-paced tech environment.

Key Responsibilities

• Administrative Support: Provide general administrative support, including scheduling meetings, maintaining office organization, and assisting with internal communications.
• CRM Management: Help maintain the company’s CRM system by updating customer information and tracking client interactions.
• Customer Engagement: Assist with basic customer-facing activities such as helping organize customer meetings and ensuring follow-up communications.
• Facility Visits: Support the planning and coordination of visits of regulators, on-sites, investors, business partners, and customers.
• Facility Management: Help keep our facilities clean, organized, and compliant with regulations.
• Deck Creation: Assist in preparing and formatting presentation decks for internal and external use.
• Vendor Management: Help manage relationships with vendors by supporting communications and ensuring timely service delivery.
• Recruiting Operations: Help with tracking recruitment metrics, coordinating candidate interviews, and supporting onboarding activities for new hires.
  
  

Role Requirements

• Associate or Bachelor’s degree in Business Administration or a related field.
• Highly organized and responsible.
• Experience managing a facility/office and/or invoices and other potentially sensitive documentation.
• Exceptionally organizational skills and attention to detail.
• Proficiency in Google Workspace, Microsoft Office, and basic presentation software (Google Slides, PowerPoint).
• Excellent communication skills, both written and verbal.
• Ability to manage multiple tasks and work effectively in a fast-paced environment.
  
  

Bonus Points

• Prior internship or 1-2 years of experience in business operations, administrative roles, or recruiting coordination
• Experience with CRM systems (e.g., Salesforce, HubSpot) or project management tools (e.g., Asana, ClickUp, Linear).
• Basic knowledge of bookkeeping or accounting processes.
• Interest in the tech or aviation industry and a desire to grow in a fast-paced startup environment.
  
  

Perks & Benefits for Full-Time Employees:

• Comprehensive Healthcare Coverage: Enjoy peace of mind with our generous health, vision, and dental benefits, with 75% of costs covered by the company for the employee.
• Paid Time Off: Recharge and relax with 3 weeks of paid vacation, in addition to 14 company-paid holidays each year.
• Connectivity Stipend: Stay connected with our cell phone benefit, ensuring you have the tools you need to excel in your role.
• Health and Wellness Allowance: Use this towards a gym membership or subscription to a meditation app, empowering you to prioritize self-care and maintain a healthy lifestyle.
• Financial Planning: Prepare for the future with our 401(k) program. While we currently do not offer matching, we are committed to enhancing this benefit in the future.