Operations Coordinator - San Francisco, CA
Includes but is not limited to: Office & Facilities Management
- Organize day-to-day office operations and procedures, including supply requisitions, mail and shipping, deliveries, and inventory management.
- Serve as the primary point of contact for office maintenance, equipment, and facilities-related issues, coordinating solutions with building management and external service providers.
- Manage relationships with office vendors and service providers, ensuring reliable, high-quality, and cost-efficient service.
- Plan and implement office systems, layouts, and equipment procurement to optimize efficiency and support a productive work environment.
- Act as the point person for office guests, coordinating a warm and welcoming experience for meetings, leadership visits, and team gatherings.
- Support logistics for internal meetings and events, including setup, catering, and on-site coordination.
- Establish and maintain trackers and systems to keep office operations organized and running smoothly, ensuring visibility and reliable follow-through.
- Provide operational and administrative support to the Director of Business Operations and Executive Operations Lead across a broad range of recurring and ad hoc tasks.
- Build, maintain and improve project boards, timelines, trackers, systems, workflows and documentation across a range of operational processes to ensure progress visibility across operations initiatives.
- Keep records organized and current.
- Support financial processes, including expense reconciliation and receipt matching in Ramp.
- Support broader budgeting, reporting, and record-keeping in partnership with the operations and accounting teams, as directed.
- Help improve and organize the travel request process for improved tracking and visibility.
- Assist with reconciling travel expenses and preparing related spend reports.
- Serve as a back-up to the company’s Travel Specialist, providing support during high-volume periods or when she is unavailable.
- Play a key role in the company’s planned office relocation (targeted for late 2026), supporting logistics, vendor coordination, and setup of the new space.
- Support the company’s migration from Microsoft to Google Workspace, assisting with rollout and transition tasks as needed.
- 2-4 years of experience in operations, office coordination, or a comparable administrative role, ideally in a fast-paced or small-company environment; Bachelor’s degree in Business Administration or a related field preferred.
- Exceptional organizational and multitasking skills, with meticulous attention to detail and a track record of managing competing priorities.
- Highly self-directed, with strong initiative and the ability to work independently in a fast-paced environment and take ownership with limited day-to-day oversight.
- Strong problem-solving skills and a proactive, ownership-driven attitude.
- Excellent communication and interpersonal skills, with the ability to build trust across teams and with external vendors.
- Proficiency in Microsoft Office Suite and Google Workspace; familiarity with tools such as Asana, Ramp, or similar platforms is a plus.
- Comfort working with numbers and financial data, with an interest in developing bookkeeping and expense-management skills over time.
- Demonstrated discretion and sound judgment in handling sensitive and confidential information.
- Previous experience in event planning, vendor management, or travel coordination is a plus.
- Sit for long periods of time and use a computer
- Climb stairs
- Lift, move, and carry up to 50 lbs.
$85,000-$90,000 annual salary + benefits (medical, dental, vision, generous paid time off , 401K)
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