About Lumenci
Lumenci is the technology industry’s go-to partner for high-stakes IP and litigation matters, working at the intersection of law, technology, and business outcomes. We partner with leading law firms, global technology companies, deep-tech startups, inventors, and specialty funds to uncover the true value of their innovations and help them pursue—and defend—that value throughout the monetization lifecycle.
Our teams bring deep, hands-on experience across wireless communications, networking and security, mobile apps, cloud, software, audio/video, and more, allowing us to translate complex engineering details into clear, actionable insights for litigators and in-house counsel. We’ve supported over 200 clients, analyzed 70,000+ patents, investigated 175+ litigation matters, tested 1,200+ products, and contributed over $3.5B in value through verdicts, settlements, licensing, and cost savings.
What makes Lumenci unique as a place to work is the blend of impact, access, and growth. You collaborate directly with top-tier law firms and market-leading companies on matters that shape industries, while working in a lean, highly collaborative team that values ownership, practical problem-solving, and clear communication. Backed by experienced investors and guided by founders deeply involved in the work, Lumenci offers the opportunity to learn quickly, tackle intellectually challenging problems, and see the results of your contributions in real time as our clients win cases, close deals, and protect their most important technologies.
About The Role
The Office Manager / Recruiting Coordinator keeps our Austin office running smoothly while supporting day-to-day recruiting for our U.S. team. You will own mail and package handling, laptop and equipment setup in coordination with IT, office vendor management, conference room and event logistics, and key card/access administration, while also helping source and screen resumes, coordinate interviews, and support first-day onboarding and filing needs. This role is ideal for someone with 2–4 years of office administration, HR, or recruiting support experience who enjoys being the "go-to" person for both employees and candidates.
Key Responsibilities
Office Operations & Facilities
- Receive, sort, and distribute mail and packages; manage outgoing shipments and courier pickups.
- Coordinate laptop and peripheral setup for new hires and visitors in partnership with IT; help troubleshoot basic access and hardware issues before escalating.
- Order and track office supplies, snacks, and other essentials; monitor inventory and reorder on a regular cadence.
- Maintain a clean, safe, and professional office environment, including kitchens, common areas, and conference rooms.
- Set up conference rooms for meetings and interviews, including A/V checks and room reset between sessions.
- Coordinate with building management and external vendors for office maintenance, repairs, cleaning, security, and related services.
- Support planning and onsite logistics for team meetings, client visits, and company events (catering, room setup, materials, sign-in).
- Handle ad hoc requests related to the office space and facilities from leadership and team members.
- Administer key card and office access, including onboarding new employees, deactivating access for departures, and managing visitor access logs.
- Maintain check-in/check-out systems for important client-related materials, equipment, or files to ensure proper tracking and safekeeping.
- Perform basic filing (physical and digital), ensuring key documents and records are organized and accessible.
Executive and Team Support
- Schedule and coordinate meetings for leadership and key stakeholders, cross-team sessions, and ad hoc working sessions.
- Assist with occasional domestic travel bookings if needed in the future, following company guidelines and budget parameters (not expected as a regular part of this role).
- Support simple expense documentation or reimbursement related to office and event spend as requested.
Recruiting Coordination
- Assist with resume sourcing using job boards, LinkedIn, and other channels in line with predefined criteria for each role.
- Conduct initial resume screens to identify candidates who meet baseline requirements and route them to the appropriate hiring manager or People Operations.
- Coordinate interviews (phone, virtual, and on-site), including scheduling, calendar invites, interview packets, and conference room setup.
- Communicate with candidates to confirm interviews, share logistics, and provide timely updates throughout the process.
- Coordinate first-day logistics: office access, workspace setup, laptop and equipment, welcome materials, and introductions for onsite and hybrid new hires.
- Support onboarding tasks such as collecting paperwork, routing documents for signature, and partnering with IT and People Operations to ensure a smooth start.
Required
Requirements
- Bachelor's degree in business, HR, communications, or a related field, or equivalent combination of education and experience.
- 2–4 years of experience in office administration, facilities coordination, HR support, or recruiting coordination in a professional office environment.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and frequent ad hoc requests in a fast-paced environment.
- Excellent written and verbal communication skills with a professional, service-oriented tone.
- Comfort working with office technology (laptops, monitors, conference room A/V) and collaborating with IT to resolve basic issues.
- Proficiency with standard productivity tools (Microsoft Office or Google Workspace, video conferencing tools, and collaboration platforms such as Teams or Slack).
Preferred
- Prior experience coordinating interviews and supporting recruiting processes in an applicant tracking system (ATS).
- Experience managing office vendors, building management relationships, and basic facilities projects.
Who You Are
- You are detail-driven and reliable, and you enjoy being the person others count on to keep operations moving smoothly.
- You're energized by balancing front-office responsibilities with behind-the-scenes coordination, and you communicate clearly with both internal teams and candidates.
- You are resourceful and proactive, escalating issues when appropriate and suggesting simple process improvements when you see a better way to do things.
- You are comfortable juggling office tasks, recruiting coordination, and ad hoc requests without losing track of priorities.
Benefits & Total Rewards
At Lumenci, we invest in our people by offering a competitive total rewards package designed to support your long-term financial, physical, and professional well-being.
- Comprehensive Health Wealth: Industry-leading medical, dental, and vision insurance plans with significant company-paid premium contributions.
- Retirement Strategy: A robust 401(k) retirement plan featuring a generous company match to help you build future security.
- Work-Life Harmony: Flexible Paid Time Off (PTO) and paid company holidays to ensure you have the time to recharge.
How We Work At Lumenci
- Solve for the Customer: Lumenci is a customer-first company, focused on creating long-term relationships with our clients. Customers include internal employees and candidates who are part of the recruitment process.
- Quality, Ownership, and Accountability: We are passionate about results and take full ownership of our work. We are performance-oriented and driven by excellence.
- Collaboration: We encourage collaboration over competition, work in small teams, and believe that teams do better than individuals.
- Growth Mindset: We are adaptable to the changing requirements and needs of a dynamic high-growth company and encourage each other to take diverse initiatives and develop new competencies.
Equal Employment Opportunity
Lumenci is an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other status protected by applicable law.
Employment Relationship
Nothing in this job description creates or is intended to create a contract of employment for any specific period of time. Employment with Lumenci, if offered, is on an at-will basis and may be terminated by either the employee or Lumenci at any time, with or without cause and with or without notice, subject to applicable law.
Work Setup
This is an in-person role based in our Central Austin office near the Arboretum. Standard hours are Monday through Friday, 9:00 a.m. to 5:00 p.m., with occasional flexibility for office events or urgent needs. No regular travel is required for this position.
Skills: collaboration,operations,office management,events,office
