Office Administrator
Abaka Ai
Mountain View
- Manage all office maintenance and facilities-related needs, including repairs, cleaning, utilities, furniture, appliances, internet, security systems, and other workplace infrastructure.
- Conduct regular office walkthroughs to identify maintenance, cleanliness, safety, or supply issues before they escalate.
- Coordinate with property management, contractors, cleaners, and external service providers to resolve office issues promptly.
- Manage vendor relationships, service schedules, contracts, invoices, and related documentation.
- Maintain an organized, clean, safe, and functional office environment.
- Monitor office equipment and coordinate repairs, replacements, or upgrades when needed.
- Maintain emergency supplies and support workplace safety, security, and facilities procedures.
- Manage the front desk and serve as the first point of contact for visitors, candidates, vendors, deliveries, and employees.
- Welcome and direct guests while maintaining a professional and hospitable office environment.
- Receive, organize, and distribute mail, packages, food deliveries, and other shipments.
- Manage building access, visitor procedures, office keys, badges, and related records.
- Maintain conference rooms, shared workspaces, kitchens, and other common areas.
- Monitor and replenish office supplies, snacks, beverages, kitchen items, and other workplace necessities.
- Coordinate conference room scheduling and support meeting setup when needed.
- Support internal events, team lunches, celebrations, and other office activities.
- Support employee onboarding and offboarding by preparing workspaces, coordinating office access, and ensuring required equipment and supplies are available.
- Track office expenses, invoices, receipts, inventory, and vendor documentation.
- Assist the HR and Operations teams with administrative projects and employee requests.
- Maintain accurate office records, contact lists, procedures, and vendor information.
- Communicate office updates, maintenance notices, and workplace procedures to employees.
- Respond to unexpected office needs with urgency, sound judgment, and a solutions-oriented approach.
- Recommend and implement improvements to office operations, space utilization, and the overall employee experience.
- 1 – 3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations, or a related role.
- Professional fluency in written and spoken English.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and follow tasks through to completion.
- Proactive and resourceful approach to identifying and resolving problems.
- Strong written and verbal communication skills.
- Professional, friendly, and service-oriented when interacting with employees, candidates, visitors, and vendors.
- Ability to exercise discretion when handling confidential or sensitive information.
- Comfortable using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.
- Ability to work onsite five days per week at our Mountain View office.
- Ability to occasionally lift, move, or organize office supplies and equipment.
- Experience supporting a fast-growing startup or technology company.
- Experience managing office repairs, maintenance schedules, vendor relationships, and service contracts.
- Experience supporting employee onboarding, internal events, or basic HR administration.
- Familiarity with workplace safety, building access, security, and emergency procedures.
- Experience tracking office budgets, expenses, inventory, and invoices.
- Familiarity with IT equipment setup or basic office technology troubleshooting.
- Proficiency in additional languages is a plus.
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