Business Operations Specialist or Manager
About the role
We are looking for a highly organized, proactive Business Operations Specialist to be a foundational part of our Business Operations team. This is a hybrid role that blends hands-on office management with broader operational responsibilities — you will be the person who keeps the day-to-day humming while also taking on larger-scale projects that help the organization scale. On any given day you might be ordering kitchen supplies, managing a vendor relationship, or coordinating logistics for a VIP visit. On others, you will be building out seating policies, owning a vendor search or negotiation, or determining and documenting workflows that the team will rely on for years. If you thrive on variety, take ownership seriously, and want a role where your work is immediately visible and impactful, this is it. This role is on-site most days — physical presence is central to executing the responsibilities well.
Responsibilities
- Serve as the on-site point of contact for the office — answer the door for visitors, receive and manage incoming packages and mail, and ensure front-of-house readiness at all times.
- Own all facility vendor relationships including janitorial, garbage, utilities, and building maintenance (e.g., plumbing); escalate issues to leadership as appropriate.
- Handle requests and communications from the landlord; loop in relevant team members as needed (e.g., fire inspections, building notices).
- Maintain and restock office supplies, coffee, water, kitchen supplies, and party/event supplies — build and manage a standard stock list.
- Purchase and track IT hardware and peripherals; maintain a hardware stock list for ongoing replenishment.
- Manage badge administration including new employee badges, visitor badges, and access changes.
- Own office seating assignments; administer the seating policy and update assignments as the team grows.
- Drive office improvement projects including furniture procurement, layout redesign, general signage, and workspace enhancements — coordinate input from the team and lead execution.
- Ensure the office is set up and ready for all team events, VIP visits, and milestone celebrations.
- Coordinate and set up for recurring team events including monthly all-hands / face-to-face meetings and holiday or milestone dinners and parties.
- Support VIP visitor logistics — coordinate arrival preparation, meeting space setup, and day-of hospitality.
- Assist with team culture initiatives as the company grows.
- Support the broader Business Operations team with administrative and operational tasks across recruiting, HR, and finance functions as needed.
- Assist with onboarding logistics for new employees — coordinate workspace setup, badge access, and day-one readiness.
- Own or assist with process documentation for recurring operational tasks; identify and propose improvements to operational workflows.
- Handle ad hoc requests and special projects from leadership with reliability and good judgment.
Qualifications
- 2+ years of experience in an office management, operations coordinator, executive assistant, or similar role.
- Exceptional organizational skills and the ability to manage multiple priorities simultaneously without dropping the ball.
- Strong interpersonal and communication skills — comfortable interfacing with vendors, landlords, visitors, and internal team members at all levels.
- Comfortable being on-site regularly; this role requires physical presence to execute its core responsibilities.
Nice to Have
- Experience in a startup or high-growth environment.
- Resourceful and proactive — you find solutions before problems are escalated.
- Familiarity with IT hardware basics (laptops, peripherals, networking gear).
- Experience supporting contract or project coordination.
- Experience managing vendor relationships and office procurement.
- Proficiency with Microsoft Office and collaboration tools (e.g., Teams, Jira, Confluence).
Pay
$75k - $100k