Office Administrator

Abaka AI•Mountain View, CA

11d•Onsite

About The Position

Abaka AI is seeking an Office Administrator to manage the daily operations of their Mountain View office. This role involves creating a welcoming, organized, and well-maintained environment for employees and visitors. The Office Administrator will be the main point of contact for all office maintenance and facilities, including repairs, cleaning, supplies, equipment, building access, and vendor coordination. Responsibilities also include managing the front desk, greeting visitors and candidates, handling deliveries, and providing general administrative support. This is a hands-on, onsite position requiring dependability, attention to detail, and the ability to take ownership of issues from start to finish. The ideal candidate is proactive in identifying needs and improving 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.
Comfortable using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.
Ability to work onsite five days per week at our 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 is a plus.

Responsibilities

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