Office & Workplace Administrator

Why RoboForce

Responsibilities

• Meeting rooms: Keep every room bookable and ready — setup standards and upkeep — AV checked and working, rooms reset between sessions, and booking conflicts resolved before they reach the calendar.
• Shipping and receiving: Handle inbound deliveries, mail, and packages, and coordinate outgoing shipments. Receive, check, and distribute bulk orders and equipment.
• Office supplies and stationery: Order, stock, and track stationery, printing, and general office consumables so nothing runs out mid-week.
• Snacks and pantry: Keep the pantry stocked and presentable — selection, ordering, and rotation, working within the weekly budget.
• Meals and events: Coordinate catering, team meals, celebrations, offsites, and company events within approved budgets.
• Facilities — hard and soft services: Coordinate janitorial, waste, pest control, and landscaping alongside maintenance, repairs, HVAC, and building systems. Act as the day-to-day point of contact for service providers, follow issues through to resolution, and escalate anything needing a decision or new spend.
• Visitors and front of house: Welcome guests, coordinate access and badges, prepare visitor spaces, and reset them afterward.
• Support multiple locations: Keep standards, supplies, and service consistent across our offices as the company expands, and travel between sites as needed.
• Own what has no owner: Spot operational gaps, solve them proactively, and take ownership of the tasks that fall between roles.
• Track spending and improve operations: Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend fixes for recurring workplace issues.

Requirements

• 2+ years of experience in office administration, workplace coordination, hospitality, or a related support role.
• Moves with urgency and follows through. You close loops without being chased, and people trust that what you take on gets done.
• Strong judgment and autonomy. You make sensible calls on your own, anticipate problems early, and figure things out with limited direction.
• Adaptable and resourceful. You are comfortable with shifting priorities and with work that does not fit neatly into a job description.
• Discreet and trustworthy. You handle confidential information, company purchases, and office access with consistently sound judgment.
• Strong organization and attention to detail, with the ability to manage daily routines alongside urgent requests.
• A service-oriented approach and professional communication with employees, guests, and vendors.
• Experience ordering supplies, coordinating service providers, or supporting meetings and events.
• Comfort with collaborative tools — calendars, spreadsheets, and shared documents — and the ability to pick up new systems quickly. We run on Lark; prior experience with it is a plus, not a requirement.
• A hands-on approach, reliable follow-through, and the ability to work independently.
• Availability to work onsite and support occasional events outside regular office hours with advance coordination.
• Requires five days per week of in-office collaboration with the team.

Bonus Qualifications

• Experience supporting a startup, technology company, or engineering workplace.
• Familiarity with purchase orders, invoice tracking, and basic expense reporting.
• Experience with meeting room technology and visitor management systems.
• Experience improving office processes as a team grows.

Benefits

• Health, dental, and vision insurance, 401(k) plan.
• Lunches and dinners, a fully stocked kitchen, and regular team-building events.