Office & Workplace Administrator

RoboForce•Milpitas, CA

23d•Onsite

About The Position

RoboForce is an AI robotics company developing Physical AI-powered Robo-Labor for demanding industrial work. The Office & Workplace Administrator owns day-to-day office administration, including supplies, meeting rooms, vendors, visitors, meals, and company events. The role offers ownership and autonomy, and will help establish workplace standards that can be carried forward as RoboForce expands into new locations. The position requires five days per week of in-office collaboration and may require travel between sites and occasional events outside regular office hours with advance coordination.

Requirements

At least 2 years of experience in office administration, workplace coordination, hospitality, or a related support role.
Moves with urgency, follows through, and closes loops without being chased.
Strong judgment and autonomy; able to make sensible decisions, anticipate problems, and work with limited direction.
Adaptable and resourceful when priorities shift or work falls outside a defined job description.
Discreet and trustworthy in handling confidential information, company purchases, and office access.
Strong organization and attention to detail, with the ability to manage daily routines alongside urgent requests.
Service-oriented approach and professional communication with employees, guests, and vendors.
Experience ordering supplies, coordinating service providers, or supporting meetings and events.
Comfort with calendars, spreadsheets, and shared documents, and ability to learn new systems quickly.
Hands-on approach, reliable follow-through, and ability to work independently.
Available to work onsite five days per week and support occasional events outside regular office hours with advance coordination.

Nice To Haves

Prior experience with Lark.
Experience supporting a startup, technology company, or engineering workplace.
Familiarity with purchase orders, invoice tracking, and basic expense reporting.
Experience with meeting room technology and visitor management systems.
Experience improving office processes as a team grows.

Responsibilities

Keep meeting rooms bookable and ready by maintaining setup standards, checking AV, resetting rooms, and resolving booking conflicts.
Handle inbound deliveries, mail, and packages; coordinate outgoing shipments; and receive, check, and distribute bulk orders and equipment.
Order, stock, and track stationery, printing, and general office consumables.
Manage pantry selection, ordering, stocking, presentation, and rotation within the weekly budget.
Coordinate catering, team meals, celebrations, offsites, and company events within approved budgets.
Coordinate janitorial, waste, pest control, landscaping, maintenance, repairs, HVAC, and building systems; serve as the day-to-day contact for providers, follow issues through to resolution, and escalate matters requiring a decision or new spending.
Welcome visitors, coordinate access and badges, prepare visitor spaces, and reset them afterward.
Maintain consistent workplace standards, supplies, and services across offices as the company expands, and travel between sites as needed.
Identify operational gaps, address them proactively, and take ownership of tasks that fall between roles.
Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend solutions to recurring workplace issues.