Office & Workplace Administrator

RoboForce•Milpitas, CA

22h•$30 - $40•Onsite

About The Position

RoboForce is an AI robotics company developing Physical AI–powered Robo-Labor for demanding industrial environments. The Office & Workplace Administrator owns day-to-day office administration, including supplies, meeting rooms, vendors, visitors, meals, and company events. The role has ownership from day one and autonomy to determine how workplace operations run. As RoboForce expands into new locations, the administrator will help maintain consistent workplace standards across offices and travel between sites as needed. The administrator coordinates office services and facilities, supports employees and visitors, tracks purchasing and spending, and proactively identifies and resolves operational gaps. The role requires five days per week of in-office collaboration and availability to support 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, closes loops without being chased, and earns others’ trust.
Exercises sound judgment and autonomy, anticipates problems, and works with limited direction.
Adapts to shifting priorities and work outside a narrowly defined job description.
Handles confidential information, company purchases, and office access discreetly and with sound judgment.
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 and support occasional events outside regular office hours with advance coordination.
Available for five days per week of in-office collaboration with the team.

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 service 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.
Support multiple locations by keeping standards, supplies, and services consistent, and travel between sites as needed.
Identify operational gaps, solve them proactively, and take ownership of tasks that fall between roles.
Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend fixes for recurring workplace issues.