Workplace Operations Analyst

Tenex • New York, NY

1d

About The Position

Tenex Labs is an applied AI consulting firm that embeds engineering pods inside enterprise clients to build production AI systems. The Operations Coordinator takes ownership of the back office functions, including access, vendors, compliance evidence, onboarding, and offboarding, and turns them into real infrastructure. This role owns the systems that determine who has access to what, which vendors are permitted, the day-to-day functioning of the office, and audit success. The position sits at the center of hiring, HR, IT, and Finance to connect all necessary processes for employee lifecycle events. Unlike most entry-level operations jobs that focus on a single part of a pre-designed process, this role involves owning and building several processes from scratch.

The position reports to the Director of Operations and works across nearly every function in the company.

Requirements

• Zero to two years of experience, with recent graduates encouraged to apply
• Demonstrated ownership of something from start to finish, whether that was an internship, a job, a student organization, or a project of your own
• An instinct for organization, meaning you keep a list, work the list, and do not need reminding
• Precision that holds up under volume, since access and compliance work punishes sloppiness in ways most work does not
• Comfort learning unfamiliar software quickly, since you will administer tools you have never seen before
• Willingness to move between an auditor request and a broken conference room in the same hour, and to treat both as the job
• Clear written communication, particularly when chasing people who owe you something
• Discretion with employee, candidate, and client information

Nice To Haves

• Exposure to a formal compliance program (SOC 2, ISO 27001, ISO 42001, HIPAA, or similar), whether as an owner or a contributor
• Familiarity with identity and access concepts such as SSO, MFA, role-based access, and least privilege
• Hands-on experience with Vanta, ADP, Notion, Google Workspace admin, Slack admin, or an ATS
• Experience managing an office through a move, an expansion, or a build-out
• Experience coordinating with outside immigration counsel
• Familiarity with enterprise AI tooling and the governance questions it raises

Responsibilities

• IT access and provisioning: Intake, triage, and fulfillment of all IT access requests through our Notion-based IT Service Center; New hire access provisioning across Google Workspace, Slack, Notion, and role-specific tooling, complete before day one; Same-day deprovisioning at departure, triggered by the departure notice, with completion evidence captured for audit; Laptop, monitor, and peripheral procurement, imaging, shipping, and asset tracking.
• AI usage requests: Review and approval of requests to use AI tools, models, and agents against our internal AI usage policy; Maintenance of the approved-tools list and the enterprise account and SSO posture behind it; Escalation of high-risk use cases.
• Vendor review and approval (new): Collection and evaluation of security documentation, SOC 2 reports, subprocessor lists, and data handling terms from external vendors; Routing of contracts, DPAs, and BAAs to the appropriate approver; Maintenance of the vendor inventory, including periodic re-reviews on schedule.
• Compliance program administration: End-to-end ownership of our GRC relationship; Management of our ISO 42001, ISO 27001, and SOC 2 Type II workstreams, covering evidence collection, control monitoring, remediation tracking, and auditor requests; Upkeep of Vanta, ensuring necessary actions are reviewed and acknowledged; Day-to-day point of contact for our external compliance partner and auditors.
• Office management: The office request queue, covering badges and building access, maintenance issues, desk and equipment setup, furniture and space needs, and AV problems; Stocking of snacks, beverages, water service, coffee, and general supplies; Point of contact for building management and facilities vendors; Issuance, tracking, and deactivation of building badges; Upkeep of conference rooms and shared spaces, including AV setup and the room booking platform.
• Building new processes: Develop a vendor review and approval process from scratch, covering intake, security review, approval routing, and periodic re-review; Create an asset inventory that tracks every laptop, monitor, and badge from issue through return; Establish an onboarding and offboarding system that works identically for all hires; Implement an evidence collection cadence that turns audits into a routine rather than a fire drill.
• Coordination: Ownership of the onboarding and offboarding checklist, ensuring new joiners are set up with the proper system access; Coordination of orientation sessions and the logistics behind them for new hires; Collection of I-9 documentation, adherence to compliance deadlines, and accurate entry of new hires into our HRIS; Internal liaison to outside immigration counsel, gathering documentation, tracking filing deadlines, and keeping candidates and employees informed; Initiation, monitoring, and closeout of background checks, with adverse findings escalated rather than adjudicated; Confirmation that departure notices arrive and that the deprovisioning workflow starts the same day.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed