Workplace Operations Coordinator

Inflection AI • Palo Alto, CA

1d • Onsite

About The Position

About Inflection AI Inflection AI is a Public Benefit Corporation empowering people with human-centered, emotionally intelligent AI. We’re shaping the future of AI by combining emotional intelligence (EQ) and raw intelligence (IQ) to elevate people’s potential. Inflection AI created Pi, the world’s first emotionally intelligent AI, to help people work through decisions, emotions, and challenges. Pi is a personal AI agent powered by Inflection AI’s foundation model, proving that AI can be personal, empathetic, and contextually aware. About the Role We are seeking a highly organized, proactive, and service-oriented Workplace Operations Coordinator to help create an exceptional employee experience and ensure our office operates at a high standard every day. This hands-on role combines workplace operations, employee experience, facilities coordination, vendor management, and administrative support. You will serve as a trusted partner to the Office Manager, taking ownership of day-to-day office operations, solving problems proactively, and helping create a productive, welcoming environment for employees and guests. The ideal candidate is resourceful, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. They take pride in getting things done, exercising sound judgment, and continuously looking for ways to improve the workplace experience.

Requirements

• 4–7 years of experience in workplace operations, office management, facilities coordination, hospitality, employee experience, administrative support, or a related field.
• Experience managing vendors, coordinating events, and supporting workplace operations.
• Strong organizational, project management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proven ability to manage multiple priorities and execute with a strong sense of urgency.
• Exceptional judgment, discretion, and professionalism when handling confidential information and employee matters.
• Strong proficiency with Google Workspace, spreadsheets, and workplace productivity tools.
• Comfortable learning and using AI-powered tools and technology.
• Experience working in a startup or high-growth environment is preferred.
• The ideal candidate is someone who takes ownership, follows through, solves problems proactively, and consistently looks for ways to improve the workplace and employee experience.

Responsibilities

• Own the day-to-day appearance, functionality, and organization of the office.
• Conduct regular office walkthroughs to identify and address operational, maintenance, and workplace issues.
• Ensure kitchens, conference rooms, common areas, and employee spaces remain clean, stocked, organized, and welcoming.
• Coordinate office repairs, maintenance requests, and facility-related projects.
• Manage relationships with building management, cleaning crews, maintenance vendors, and workplace service providers.
• Schedule, supervise, and confirm completion of vendor work.
• Maintain office, kitchen, and workplace supply inventory and ensure timely replenishment.
• Maintain accurate inventory trackers and operational records.
• Troubleshoot common office technology issues, including printers, conference room equipment, and workplace systems.
• Coordinate with IT and vendors to resolve issues requiring escalation.
• Help create a positive, welcoming, and productive employee experience.
• Coordinate employee celebrations, team lunches, office events, and workplace engagement activities.
• Support employee onboarding, including workspace setup, welcome materials, and office tours.
• Assist with planning and execution of all-hands meetings, company gatherings, and employee events.
• Serve as a trusted resource for employees while maintaining professionalism, discretion, and confidentiality.
• Support consistent application of workplace policies, procedures, and standards.
• Coordinate meeting logistics, conference room scheduling, catering, and event support.
• Serve as a trusted operational partner to the Office Manager.
• Research venues, vendors, services, and solutions and provide recommendations.
• Obtain and compare vendor quotes for office services, events, supplies, and workplace improvements.
• Maintain spreadsheets, trackers, documentation, and workplace records.
• Track projects, requests, and action items to ensure timely completion.
• Assist with special projects and operational initiatives as needed.
• Leverage AI and productivity tools to improve efficiency, streamline workflows, and support day-to-day operations.
• Continuously identify opportunities to improve office operations, workplace efficiency, and the employee experience.

Benefits

• Robust medical, dental and vision options with employer contributions for HSA, FSA and DFSA
• 401k matching program
• Flexible Time Off
• 10 paid holidays
• 5 days sick leave
• Parental, Medical and Family care leave
• Generous cell-phone, wellness and office set up stipends
• Support of country-specific visa needs for international employees living in the Bay Area

What This Job Offers

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