Workplace Operations Coordinator

About the Role

We are seeking a highly organized, proactive, and service-oriented Workplace Operations Coordinator to help create an exceptional employee experience and ensure our office operates at a high standard every day.

This hands-on role combines workplace operations, employee experience, facilities coordination, vendor management, and administrative support. You will serve as a trusted partner to the Office Manager, taking ownership of day-to-day office operations, solving problems proactively, and helping create a productive, welcoming environment for employees and guests.

The ideal candidate is resourceful, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. They take pride in getting things done, exercising sound judgment, and continuously looking for ways to improve the workplace experience.

What You'll Do

Workplace Operations & Facilities

• Own the day-to-day appearance, functionality, and organization of the office.
• Conduct regular office walkthroughs to identify and address operational, maintenance, and workplace issues.
• Ensure kitchens, conference rooms, common areas, and employee spaces remain clean, stocked, organized, and welcoming.
• Coordinate office repairs, maintenance requests, and facility-related projects.
• Manage relationships with building management, cleaning crews, maintenance vendors, and workplace service providers.
• Schedule, supervise, and confirm completion of vendor work.
• Maintain office, kitchen, and workplace supply inventory and ensure timely replenishment.
• Maintain accurate inventory trackers and operational records.
• Troubleshoot common office technology issues, including printers, conference room equipment, and workplace systems.
• Coordinate with IT and vendors to resolve issues requiring escalation.

Employee Experience & Office Support

• Help create a positive, welcoming, and productive employee experience.
• Coordinate employee celebrations, team lunches, office events, and workplace engagement activities.
• Support employee onboarding, including workspace setup, welcome materials, and office tours.
• Assist with planning and execution of all-hands meetings, company gatherings, and employee events.
• Serve as a trusted resource for employees while maintaining professionalism, discretion, and confidentiality.
• Support consistent application of workplace policies, procedures, and standards.
• Coordinate meeting logistics, conference room scheduling, catering, and event support.

Administrative & Operational Support

• Serve as a trusted operational partner to the Office Manager.
• Research venues, vendors, services, and solutions and provide recommendations.
• Obtain and compare vendor quotes for office services, events, supplies, and workplace improvements.
• Maintain spreadsheets, trackers, documentation, and workplace records.
• Track projects, requests, and action items to ensure timely completion.
• Assist with special projects and operational initiatives as needed.
• Leverage AI and productivity tools to improve efficiency, streamline workflows, and support day-to-day operations.
• Continuously identify opportunities to improve office operations, workplace efficiency, and the employee experience.

What We're Looking For

• 4–7 years of experience in workplace operations, office management, facilities coordination, hospitality, employee experience, administrative support, or a related field.
• Experience managing vendors, coordinating events, and supporting workplace operations.
• Strong organizational, project management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proven ability to manage multiple priorities and execute with a strong sense of urgency.
• Exceptional judgment, discretion, and professionalism when handling confidential information and employee matters.
• Strong proficiency with Google Workspace, spreadsheets, and workplace productivity tools.
• Comfortable learning and using AI-powered tools and technology.
• Experience working in a startup or high-growth environment is preferred.

The ideal candidate is someone who takes ownership, follows through, solves problems proactively, and consistently looks for ways to improve the workplace and employee experience.

Our Culture

Fast-paced. Collaborative. Accountable. High-performing.

We move quickly, set high standards, and value people who take ownership, solve problems, and contribute beyond their job description. We believe exceptional workplaces are built by people who care deeply about execution, continuous improvement, and supporting the success of those around them.

If you're someone who enjoys creating order, solving problems, supporting people, and making a meaningful impact every day, we'd love to hear from you.

Employee Pay Disclosures

At Inflection AI, we aim to attract and retain the best employees and compensate them in a way that appropriately and fairly values their individual contributions to the company. For this role, Inflection AI estimates a starting annual base salary to fall within the range of $110,000 to $135,000, depending on a candidate’s qualifications and level of experience. This role also includes a meaningful equity component, allowing employees to share in the long-term success of the company.

Benefits

Inflection AI values and supports our team’s mental, emotional, financial and physical health. We are focused on building a positive, safe, inclusive and inspiring place to work. Our benefits include: 

• Robust medical, dental and vision options with employer contributions for HSA, FSA and DFSA
• 401k matching program 
• Flexible Time Off, 10 paid holidays, 5 days sick leave
• Parental, Medical and Family care leave 
• Generous cell-phone, wellness and office set up stipends 
• Support of country-specific visa needs for international employees living in the Bay Area