Office Manager

Ode with Anthropic•San Francisco, CA

6d•Onsite

About The Position

The Office Manager owns Ode’s San Francisco headquarters and helps maintain a welcoming, well-run workplace as the company grows. The role partners with leadership, Recruiting, and IT, and builds the systems and processes needed to support the office, the team, and new or upcoming locations. It also uses AI to automate office workflows and reduce repetitive work. Responsibilities include running daily office operations; managing supplies, equipment, furniture, mail, packages, building access, food programs, spending, and facilities audits; and owning office communications and request handling. The Office Manager serves as the day-to-day contact for building management and vendors, tracks service performance and renewals, supports workplace events and new-hire onboarding, welcomes visitors, and coordinates seating changes, moves, and new-floor setups. The role also maintains office records, playbooks, and FAQs; supports operations at other locations; and runs the EHS program, fire drills, and first-aid and CPR readiness. The position is full-time and onsite in Ode’s Financial District office in San Francisco, Monday through Thursday, plus some Fridays as needed. Typical hours are 8:30 a.m. or earlier to 5:30 p.m., with flexibility for early mornings, moves, and evening events. The role may require lifting up to 25 pounds, with or without reasonable accommodation.

Requirements

At least 4 years of experience running an office or workplace operations, ideally at a startup or fast-growing company.
Enthusiasm for using AI in office management and automating work where possible.
Experience managing vendors and working within a budget.
Ability to take ownership from start to finish and close every loop.
Ability to stay calm and kind when multiple issues arise at once.
Strong interpersonal awareness, empathy, and communication skills.
Low ego, high standards, and a sense of humor.

Nice To Haves

Experience supporting an office move, buildout, or expansion.
Experience supporting more than one office or floor.
A hospitality or events background.
CPR or first-aid certification.

Responsibilities

Run day-to-day operations at the San Francisco headquarters, including supplies, equipment, furniture, mail and packages, and building access.
Manage lunch and snack programs, including menus, headcounts, delivery schedules, and vendor performance.
Manage office spending against budget, invoices, and expense tracking.
Conduct regular facilities audits to keep the office maintained, stocked, and ready for clients and candidates.
Own office communications, provide clear ways to share feedback, act on feedback, and explain where to request help or report issues.
Serve as the day-to-day contact for building management on access, work orders, service requests, and vendor certificates of insurance.
Track vendor performance against service levels, escalate problems, maintain relationships, and flag upcoming renewals.
Plan and support team events, offsites, and in-office weeks, including their logistics and details.
Coordinate new-hire day-one preparation, including desk setup, equipment, and access cards.
Welcome visitors, clients, and candidates.
Coordinate seating changes, office moves, and new-floor setups, and keep the team informed.
Build and manage a central office-request system with clear response times and follow-through.
Manage guest access, inventory, and office records.
Write and maintain office playbooks and the team FAQ.
Support the translation of office operations to new and upcoming locations.
Use AI to automate workflows where it can perform the work better.
Run the EHS program, fire drills, and first-aid and CPR readiness.