Workplace Operations Coordinator

Inflection AI • Palo Alto, CA

11h • $110,000 - $135,000 • Onsite

About The Position

Inflection AI is 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.

Nice To Haves

• 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