Office Operations at Series B AI Startup

AI infrastructure safety startup is looking for an Office Operations Manager to fully own and run their growing Soho office. With about 20 people in the NYC office and plans to keep scaling, this is an opportunity to be the heartbeat of a high-energy, mission-driven team backed by top-tier investors. In this role, you’ll own the full office and guest experience, manage vendors and facilities, plan and execute events, onboard new hires, troubleshoot in-office tech, and build the systems and processes that keep everything running smoothly. Someone proactive, with strong hospitality instincts and an eye for aesthetics, takes pride in creating an exceptional space, and treats the office like their home. This is an in-office role, 5 days/week, based in Soho, NYC. 100-130K+ DOE + benefits, 401K w/ match, generous PTO, daily lunch, commuter benefits, and bi-annual team offsites.

Responsibilities:

• Own the office and guest experience end-to-end, greeting visitors, managing the front desk, and ensuring the space is always running smoothly and looking great.
• Manage vendor and facilities relationships, including cleaning, building maintenance, plant care, food and beverage vendors, and office supplies, tracking what’s working and making recommendations.
• Plan and execute internal and external events hosted in the office, from team lunches and happy hours to recruiting events and founder-hosted gatherings, handling everything from catering and rentals to registration and day-of logistics.
• Own IT and AV, ensuring conference rooms are set up and functioning for meetings, troubleshooting issues in real time, and building systems so problems don’t recur.
• Lead new hire onboarding experience, including setting up laptops and desks, ordering swag, getting new hires onto employee programs and other office platforms, and creating a welcoming first-week experience. Think of thoughtful and welcoming touches to include to make employees feel supported from the start.
• Maintain office inventory, asset records, swag supplies, package tracking, and other operational documentation to support visibility, organization, and financial accuracy.
• Manage the office budget, including expense tracking, payment reconciliation, vendor contracts and payments, and make recommendations for cost-effective changes.
• Create and maintain scalable operational systems, including handbooks, SOPs, tracking systems and checklists, routine processes, and feedback loops that improve how the office functions.
• Take on additional operational projects and responsibilities as needed in a fast-paced startup environment.

Qualifications:

• Previous experience in office management, workplace operations, executive support, or a similar role within a fast-paced and high-growth environment.
• Experience planning and executing events is a plus.
• Strong hospitality instincts and an eye for presentation and aesthetics, with the ability to make a space look and feel polished and intentional.
• Comfortable and confident greeting and interacting with stakeholders at all levels.
• Proactive and self-directed with a track record of seeing what needs to be done and doing it without being asked.
• Organized and process-oriented with the ability to build systems from scratch and maintain them over time.
• Strong independent judgment and decision-making skills, including the ability to determine when to act autonomously and when to involve appropriate stakeholders.
• Adaptable and comfortable wearing multiple hats, taking on new projects, and operating effectively in an evolving startup environment.
• Proficient with workplace and productivity tools such as Google Workspace, Slack, Notion, expense-management platforms, calendaring systems, and related operational software; familiarity with AI tools is a plus.