Office & Recruiting Ops Manager

Vapi•San Francisco, CA

3d•$110,000 - $120,000•Onsite

About The Position

Vapi is seeking a highly organized and proactive Office & Recruiting Ops Manager to oversee the physical workplace and the candidate experience. This role is central to Vapi's internal operations, ensuring a positive environment for employees and a strong first impression for potential hires. The ideal candidate thrives in a dynamic startup setting, can manage multiple priorities, and thinks critically about improving processes. This role involves managing vendors, facilities, office supplies, interview scheduling, and supporting the recruiting pipeline from initial contact through to onboarding. In the first 30 days, you will take ownership of daily office operations, including vendor management, food, supplies, and cleaning, while also managing end-to-end interview scheduling across different time zones and becoming proficient with the Applicant Tracking System (ATS). You will also act as an on-site host and begin mapping current workflows to identify areas for improvement. By 60 days, you will be the main point of contact for all vendor and building management interactions, manage the full candidate logistics experience, and partner with IT on office setup and AV systems. You will also start rebuilding inefficient workflows and creating Standard Operating Procedures (SOPs), and assist with offer logistics. By 90 days, you will lead vendor negotiations, oversee office improvements, and develop scalable systems to support company growth. You will also manage recruiting operations as needed and proactively identify future needs for the office and hiring processes.

Requirements

4+ years of experience in office operations and/or recruiting coordination within a tech or startup environment.
Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar).
Experience with high-volume interview scheduling.
Proven experience working directly with vendors, contractors, and building management.
Strong operational instincts; ability to identify and fix inefficiencies.
Exceptional calendar management skills and ability to juggle competing priorities.
Discretion and trustworthiness with confidential candidate and compensation information.
Comfortable working in a fast-paced, high-growth startup environment with constant change.
Clear, warm communication skills, able to represent Vapi confidently.
Hands-on, proactive approach with a willingness to roll up your sleeves.

Responsibilities

Manage day-to-day office operations including vendors, food, supplies, cleaning, and facilities.
Own end-to-end interview scheduling across time zones.
Maintain clean records and accurate stages within the ATS (Ashby/Greenhouse).
Serve as the on-site host for guests, candidates, and executives.
Map existing office and recruiting workflows and identify areas for improvement.
Act as the primary contact for all vendors and building management, handling COIs, access, and maintenance.
Manage the full candidate logistics experience, including confirmations, preparation, travel, and day-of hosting.
Facilitate candidate debriefs, feedback collection, and flag pipeline issues.
Partner with IT on provisioning, access systems, seating, and ensuring interview rooms and AV equipment are functional.
Rebuild weak workflows and write SOPs for office and recruiting operations.
Support offer logistics and the handoff into onboarding.
Lead vendor negotiations, including bulk pricing and service optimization.
Oversee office improvements and light build-outs.
Develop scalable systems to support headcount growth and anticipate future office and hiring needs.
Run light recruiting operations as volume demands.
Own problems end-to-end and proactively identify needs for the office and hiring process.