Office & Admin Coordinator

About the Role

seeking a full-time Office & Admin Coordinator to join our growing team.  Based in our San Jose office and supporting the Austin and Pittsburgh offices as needed, this is a full-time role that takes ownership of the recurring day-to-day operations that keep our offices running smoothly, executive administrative support, new hire onboarding and office supplies to visitor logistics and executive scheduling support.  The position involves regular contact with internal teams, executives, external visitors, and vendors, and reports to our Executive Assistant / Office Manager.  Successful candidates are detail-oriented, reliable, and proactive, and comfortable working independently in a fast-paced start-up environment.  If you are an organized team player who enjoys keeping things running behind the scenes, this is for you!

Key Responsibilities – What you’ll be responsible for:

• Executive Scheduling Support:
• Handle day-to-day scheduling, coordination, and rescheduling of meetings for executives.
• Coordinate meeting logistics with internal teams and external attendees.
• New Hire Onboarding:
• Manage sending out new hire welcome boxes and swag and keep welcome box and swag inventory up to date.
• Serve as the in-office point of contact for new hires in San Jose.
• Support recruiting logistics, including candidate interview scheduling and general logistics for visitors.
• Office and Event Management:
• Manage snack and office supply ordering.
• Order lunches and coordinate catering for the team.
• Book restaurants, team dinners, and small events.
• Order business cards and handle outgoing FedEx/shipping.
• Run small office projects, such as setting up dashboard TVs in communal areas.
• Purchase furniture, signage, and supplies for office refreshes, working from specifications provided.
• Welcome and host visitors, investors, and clients visiting the San Jose office.
• Travel and Program Support:
• Coordinate inter-office travel logistics for team members.
• Book flights and hotels for conference travel once plans are set.
• Support monthly All Hands sessions and company events, including reminders, room setup, supplies, and catering.
• Documents and Admin:
• Organize and file documents in SharePoint and Google Drive.
• Take on small administrative projects as assigned.
• Assist other company teams as needed, including Sales, HR, recruiting and operations.

Required Qualifications & Experience Requirements – you’ll be successful in this role if you have:

• High school diploma or equivalent required. Bachelor’s degree in Business, Communications, or a related field is preferred.
• Preferred 1-4 years of in-office administrative experience. Prior experience in a corporate, tech, or start-up environment is a plus.
• Strong verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Keen attention to detail and accuracy, especially with recurring ordering and inventory tasks.
• Strong problem-solving abilities and resourcefulness, with the ability to manage multiple tasks simultaneously and meet deadlines.
• Ability to handle confidential information with discretion.
• Excellent interpersonal skills and a high level of professionalism when working with staff, executives, and external visitors.
• Comfortable working independently with remote oversight.
• Based in or near San Jose, CA, and able to be on-site as needed.

We offer a competitive base salary for this role, generally ranging from $85,000 to $105,000, plus a 10% annual bonus, meaningful equity, and comprehensive benefits. Final compensation will depend on experience, level, and location, with flexibility for the right candidate.