Office & Operations Coordinator

Full job description

Job Summary

Are you a detail-oriented multitasker with a passion for organization and efficiency?

Do you enjoy planning events and navigating multiple travel sites to find the most optimal flights, hotels, and experiences?

Can you create amazing Google Docs from outdated and poorly formatted Word Docs?

We’re an up-and-coming R&D startup looking for an organized and people-oriented Office & Operations Coordinator to keep our day-to-day operations running smoothly and help us build a thoughtful, supportive workplace.

You’ll own the details that make the office run, design simple organizational systems that scale with us, and play a key role in shaping our culture as we grow.

About the role

This role is primarily focused on office coordination and general administrative support, with opportunities to support basic HR workflows, internal events, and occasional legal/contract organization.

You naturally create structure—clean calendars, clear shared docs, labeled shelves—and you genuinely enjoy making life easier for the team. You anticipate needs before people ask, connect with teammates across disciplines, and take pride in creating a warm, highly functional environment for everyone.

This is a full-time, on-site role at our office in Fremont, CA, with typical hours of 9am–5:00pm and occasional flexibility for events and visits.

What you’ll do

Office operations & logistics

• Be the first point of contact for visitors, deliveries, and general inquiries, keeping the office welcoming and professional.
• Handle incoming mail and shipments, including scanning, uploading, and distributing to the right teams.
• Organize and maintain office supplies (and basic lab consumables, as applicable), anticipating shortages and restocking as needed.
• Conduct weekly office shopping trips (e.g., Costco, Staples, Best Buy) and track expenses against a simple budget.
• Create and manage a user-friendly inventory system with documentation and quick reference guides.
• Coordinate with vendors, contractors, and subcontractors for services, repairs, and deliveries.

Administrative support & systems

• Support founders and team leads with calendar scheduling, meeting coordination, and straightforward travel arrangements for conferences and customer visits.
• Plan and book travel for conferences and meetings, comparing multiple sites to find optimal flights, hotels, and experiences.
• Create and maintain clean, intuitive organizational systems for documents, calendars, and workflows.
• Transform outdated or poorly formatted documents into polished, easy-to-use Google Docs, templates, and internal resources.
• Stay extremely organized with emails, calendars, and notes, ensuring follow-ups don’t slip through the cracks.
• Use advanced AI tools (Perplexity, ChatGPT, Gemini, Anthropic, etc.) to draft content, summarize information, build checklists, and streamline internal processes.

People, events & culture

• Coordinate logistics for internal meetings, demos, and on-site visits (rooms, materials, refreshments, access).
• Plan and execute internal events such as team lunches, all-hands meetings, and periodic offsites.
• Support conference and event participation, including registration, travel planning, and on-the-ground logistics.
• Create a culture of care and wellness by stocking healthy snacks and beverages, and organizing team dinners and outings that help people connect.
• Help weave our values into everyday moments—how we welcome new hires, share information, and celebrate milestones.

Nice-to-have: legal & confidential support

• Assist with basic organization of contracts, NDAs, and other confidential documents under guidance from leadership or outside counsel.
• Help route documents for signatures and maintain simple trackers for executed agreements and key dates.
• Handle sensitive information (HR and company documents) with sound judgment and discretion.
• Prior experience with contracts or legal documents is a plus, but not required for this.
• As we grow, this role can evolve into broader operations, people, or executive support responsibilities for the right person.

What we’re looking for

• 1–3+ years of experience in an office, administrative, operations, or similar…