Office Administrator

Abaka AI•Mountain View, CA

62d•$70,000 - $90,000•Onsite

About The Position

Abaka AI is seeking an Office Administrator to oversee day-to-day operations at its Mountain View office and create a welcoming, organized, and well-maintained workplace for employees and visitors. The administrator is the primary point of contact for office maintenance and facilities matters, including repairs, cleaning, supplies, equipment, building access, and vendor coordination. The role also manages the front desk, welcomes visitors and candidates, receives deliveries, and supports general administrative needs across the company. This is a hands-on, onsite role for a dependable, detail-oriented person who takes ownership of issues from identification through resolution. The successful candidate notices what needs attention, responds promptly, and looks for ways to improve the office experience.

Requirements

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.
Comfort using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.
Ability to work onsite five days per week at the Mountain View office.
Ability to occasionally lift, move, or organize office supplies and equipment.

Nice To Haves

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.

Responsibilities

Manage office maintenance and facilities needs, including repairs, cleaning, utilities, furniture, appliances, internet, security systems, and workplace infrastructure.
Conduct regular office walkthroughs to identify maintenance, cleanliness, safety, or supply issues.
Coordinate with property management, contractors, cleaners, and external service providers to resolve issues promptly.
Manage vendor relationships, service schedules, contracts, invoices, and related documentation.
Maintain a clean, safe, organized, and functional office environment.
Monitor office equipment and coordinate repairs, replacements, or upgrades.
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 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 equipment and supplies are available.
Track office expenses, invoices, receipts, inventory, and vendor documentation.
Assist 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 employee experience.