As a Senior Workplace Coordinator, you will:- Lead day-to-day on-site workplace operations for the San Francisco office—including front-of-house management, mail and shipping, supplies and snacks inventory, and meeting space readiness—in close partnership with the SF facilities team and the Cambridge Office Manager.
- Act as the primary point of contact for San Francisco employees and visitors, resolving workplace needs and issues promptly and professionally.
- Coordinate local vendors in support of workplace operations and track contracts, invoices, and service quality in partnership with the Office Manager.
- Provide administrative support across the San Francisco office, including calendar coordination, travel arrangements, expense processing, and document preparation.
- Work cross-functionally across Business Operations to support onboarding and offboarding logistics for San Francisco employees, including desk setup, badge access, and welcome experience.
- Coordinate in-office events, team lunches, all-hands logistics, and hosting of visiting employees and leaders.
- Work closely with the Cambridge-based Office Manager to ensure consistency in workplace policies, vendor standards, budgets, and employee experience across both offices.
- Provide on-the-ground visibility, feedback, and local execution for company-wide workplace initiatives.
- Maintain regular operating rhythms (check-ins, reporting, status updates) to ensure alignment and accountability across time zones
- Identify opportunities to improve San Francisco workplace operations and partner with the Office Manager to implement them.
- Adopt and promote practical uses of AI tools and general-purpose robots to streamline office workflows (e.g., booking systems, automated support, logistics assistance).
- Help ensure compliance with safety, accessibility, and workplace regulations specific to the San Francisco office.
- Wear many hats—comfortable shifting priorities to pitch in on ad-hoc projects that support the broader team.
Role specifics and target candidate profile
Ideal candidate profile
Preferred Qualifications Experience supporting offices in technology, robotics, AI, or other engineering-driven environments Familiarity with AI-assisted tools, automation platforms, or smart workplace systems Experience supporting a satellite or secondary office operating in partnership with a headquarters location Passion for robots and creating thoughtful, future-forward workplace experiences
Daily tasks
Responsibilities Lead day-to-day on-site workplace operations for the SF office—including front-of-house management, mail and shipping, supplies and snacks inventory, and meeting space readiness—in close partnership with the SF facilities team and the Cambridge Office Manager. Act as the primary point of contact for SF employees and visitors, resolving workplace needs and issues promptly and professionally Coordinate local vendors in support of workplace operations and track contracts, invoices, and service quality in partnership with the Office Manager Partner with building management and facilities vendors to maintain a clean, safe, and welcoming environment Provide administrative support across the SF office, including calendar coordination, travel arrangements, expense processing, and document preparation Work cross-functionally across Business Operations to support onboarding and offboarding logistics for SF employees, including desk setup, badge access, and welcome experience Coordinate in-office events, team lunches, all-hands logistics, and hosting of visiting employees and leaders Work closely with the Cambridge-based Office Manager to ensure consistency in workplace policies, vendor standards, budgets, and employee experience across both offices Provide on-the-ground visibility, feedback, and local execution for company-wide workplace initiatives Maintain regular operating rhythms (check-ins, reporting, status updates) to ensure alignment and accountability across time zones Identify opportunities to improve SF workplace operations and partner with the Office Manager to implement them Adopt and promote practical uses of AI tools and general-purpose robots to streamline office workflows (e.g., booking systems, automated support, logistics assistance) Help ensure compliance with safety, accessibility, and workplace regulations specific to the San Francisco office Wear many hats—comfortable shifting priorities to pitch in on ad-hoc projects that support the broader team
Required skills
Qualifications 5+ years of experience in workplace coordination, office operations, executive/administrative support, or a similar role in a fast-moving organization Demonstrated ability to manage multiple priorities simultaneously with strong organizational skills and attention to detail Excellent written and verbal communication skills Proficiency in Google Workspace (including Calendar, Docs, and Sheets) Experience managing vendors and supporting workplace budgets Comfort working across time zones and partnering closely with a remote manager Proficiency with modern productivity and collaboration tools, and comfort adopting new systems and technologies to improve efficiency
Business driver of role
New Start up - adding more roles!
Conversion likelihood
maybe
Candidate sell
Candidates get to be a part of a brand new team and company! This is an early hire role with meaningful ownership and visibility. You will work closely with engineering, product, and research. Your feedback will directly influence product direction, system capabilities, and operational workflows.
Employment information
Full-time/part-time
full_time
Additional context on remote hires
Onsite in SF daily
Timezone preferences
Hiring logistics and due diligence
Work schedule
M-F - 8-6ish -
Interview process
2 interviews
Never miss an opportunity! Create an alert based on the job you applied for.
