Office Manager

Vapi•San Francisco, CA

4d•Onsite

About The Position

We’re creating the shift to voice as humanity’s default interface We’re the most configurable platform for deploying voice agents We’ve grown to over 700k developers in two years, adding 2,000+ every day Try talking to Vapi now! Why We’re Hiring This Role: We’re looking for an experienced Office Manager to own and elevate our physical workplace operations as we continue to grow. This role goes beyond day-to-day office upkeep. It requires someone who can formalize processes, improve systems, anticipate needs, and adapt quickly in a fast-paced startup environment. You’ll be the central point of contact for vendors, facilities, office systems, and on-site operations, while also acting as a strategic partner to Operations and Leadership as the company scales. This role is ideal for someone who is comfortable with ambiguity, thrives in constant change, and naturally thinks beyond what’s written in a job description.

Requirements

5+ years of experience managing office operations in a tech or startup environment
Proven experience working directly with vendors, contractors, and building management
Strong operational instincts — you notice what’s broken, missing, or inefficient and fix it
Ability to think beyond assigned tasks and take ownership of problems end-to-end
Comfortable working in a fast-paced, high-growth startup with constant change
Highly organized, detail-oriented, and capable of juggling multiple priorities at once
Clear communicator who can confidently represent Vapi internally and externally
Hands-on, proactive, and willing to roll up your sleeves when needed

Responsibilities

Own the day-to-day health, organization, and functionality of the office across 2 floors
Manage office vendors and recurring services (food, supplies, facilities, cleaning, etc.)
Track inventory, ordering cadences, and budgets to prevent shortages and overspend
Ensure the office is consistently welcoming, organized, and ready for employees, guests, and leadership
Identify inefficiencies in current workflows and proactively improve them
Act as the primary point of contact for all vendors and building management
Coordinate COIs, liability forms, access requirements, and maintenance requests
Lead vendor negotiations, including bulk pricing opportunities and service optimizations
Oversee office improvements and light build-outs in partnership with contractors and designers
Anticipate future office needs as the company grows and headcount increases
Manage office access systems, seating charts, and hardware ownership tracking
Coordinate laptop provisioning, resets, and off-boarding logistics in partnership with IT
Ensure meeting rooms, AV systems, and conferencing tools are always operational
Conduct routine office and IT health checks to catch issues before they escalate
Serve as the on-site host for guests, candidates, executives, and partners
Support onboarding by preparing desks, access, and office readiness for new hires
Partner with internal teams to support events, all-hands meetings, and team gatherings
Help shape an office environment that reflects Vapi's culture: high-energy, organized, and thoughtful
Own end-to-end logistics for company events including field sales events, team social gatherings, recruiting events, and office celebrations
Coordinate venue sourcing, catering, budget management, and vendor coordination for events of varying sizes
Partner with Sales, Recruiting, and People teams to understand event objectives and execute accordingly
Manage event timelines, RSVPs, and post-event follow-up and feedback collection
Build relationships with local venues, caterers, and event vendors to ensure quality and efficiency
Track event spending and identify opportunities to optimize costs while maintaining experience quality
Audit existing office processes and clean up outdated or ad-hoc workflows
Create, update, and maintain SOPs that reflect how work actually gets done
Build scalable systems that reduce friction as the company continues to grow
Think proactively about what the office needs next, not just what it needs today