People and Workplace Operations Coordinator

TwelveLabs • San Francisco, CA

3d • Onsite

About The Position

We're hiring our first People & Workplace Operations Coordinator - someone who gets energy from making things hum. This role spans HR and Workplace Operations, which means you'll touch everything from onboarding and benefits to office ops and vendor relationships. It's not glamorous on paper, but in practice? You're the reason people love coming to work at TwelveLabs. You're the person who makes sure the engine doesn't miss a beat. On the people side, that means owning the full employee and contractor lifecycle from the moment someone signs their offer — onboarding flows, I-9 compliance, HRIS data integrity across BambooHR and Sequoia, benefits administration, and the HR documentation that keeps us consistent and compliant as we grow. On the workplace side, you're our SF office's single point of accountability: vendors call you first, supplies don't run out because of you, and every new hire walks in on Day 1 to find everything ready. You'll also provide operational support for our NY and UK offices, helping keep those locations connected to how we run things globally as we grow. This role is for someone who brings organization, calm, and energy to everything they touch. You're equally comfortable sending a DocuSign contract as you are chasing down a facilities vendor - and you take pride in running the details so others don't have to.

Requirements

• 3–4 years of experience in People Ops, HR coordination, office management, or a role where you wore many hats at a fast-moving company
• Hands-on experience with HRIS platforms and a comfort with maintaining data integrity across systems
• Familiarity with I-9 verification and e-verify processes
• A highly organized, detail-obsessed working style - you're the person others rely on to "just get it done"
• Great communication instincts: you're quick, clear, and collaborative with employees at all levels
• Experience handling confidential HR documentation with discretion and professionalism
• A scrappy, solution-oriented mindset - you don't wait to be told; you ask questions and take the first pass
• Comfort with Google Workspace, Slack, Notion, and curiosity to learn whatever comes next

Nice To Haves

• Worked in a fast-scaling startup and have strong instincts for when to build process vs. when to just move fast
• Helped pull off a team offsite, company all hands, or multi-day event without breaking a sweat
• Used tools like Navan or Ramp for travel booking and budget management
• Dabbled in compliance docs, vendor coordination, or internal policy tracking
• A knack for making things look ✨good✨ - whether that's a slide deck, a Notion page, or the office itself

Responsibilities

• Own the full employee and contractor onboarding workflow from recruiter handoff to start date, including sending swag, coordinating office access, and ensuring a smooth Day 1 experience
• Manage I-9 verification and e-verify compliance for all new hires
• Maintain data integrity across BambooHR and Sequoia, including auditing job codes, department levels, and reporting structures to ensure seamless integration with Finance and IT
• Own the relationship and day-to-day back-and-forth with Sequoia, helping to resolve employee questions, request reporting, etc.
• Support stakeholder reporting and documentation requests across People Ops, including organizing and preparing sensitive data packages for audits, due diligence, and internal requests
• Send confidential documentation and contracts to employees via BambooHR (e.g., internal transfers, commission plans)
• Draft, update, and maintain internal HR policies and processes in Notion
• Serve as the first point of contact for all employee HR questions - triaging requests, resolving what you can, and routing to the right owner when needed
• Own contractor onboarding and offboarding flows end-to-end, including contract sending and system access coordination
• Serve as the primary owner of SF office operations, including new hire and traveler office access, facilities vendors (janitorial, electrician, HVAC), and day-to-day office issues; provide operational support for our NY and UK offices as needed
• Manage office supplies ordering, aesthetics (plants, signage), mail and deliveries, and desk setup for new hires
• Coordinate with facilities vendors and property management for routine and urgent issues
• Own logistics and execution for internal events, team gatherings, and company-wide summits
• Support health, safety, and emergency readiness programs for the SF office
• Maintain asset inventory tracking for office equipment
• Support internal brand programs including employee swag and welcome kits
• Assist with vendor coordination, procurement, and travel logistics for team events and group programs
• Contribute to a strong team culture through clear communication, proactive follow-through, and a collaborative mindset
• Perform administrative tasks related to the responsibilities above as needed

Benefits

• An open and inclusive culture and work environment
• Work closely with a collaborative, mission-driven team on cutting-edge AI technology
• Full health, dental, and vision benefits
• Extremely flexible PTO and parental leave policy. Office closed the week of Christmas and New Years
• Monthly wellness stipend
• Annual L&D stipend
• Transportation stipend
• Daily lunch & dinner provided
• Global offices in San Francisco and Seoul, and coworking office memberships for remote team members

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees