Office Operations Associate

Abaka AI•Palo Alto, CA

9h•$60,000 - $100,000•Onsite

About The Position

We’re hiring an Office Operations Associate to own and run day-to-day office operations and help build the internal systems that keep Abaka AI running smoothly as we scale. This is a highly hands-on role responsible for workplace operations, vendor management, procurement, and general operational support across the team. You’ll be the go-to person for making sure the office is functional, organized, and a great place to work—while also improving processes, documentation, and workflows behind the scenes. This role is critical for a growing startup where speed, ownership, and reliability matter.

Requirements

2+ years of experience in office operations, workplace operations, operations coordinator, or similar roles
Strong ownership mindset with high attention to detail and follow-through
Highly organized and comfortable juggling multiple priorities in a fast-moving environment
Clear and professional communicator with employees, vendors, and external partners
Comfortable using tools like Google Workspace, Slack, and spreadsheets
Willing to be onsite and hands-on with day-to-day office needs
Experience supporting a growing startup or early-stage tech company

Nice To Haves

Vendor sourcing or negotiation experience
Familiarity coordinating with IT, People Ops, or Finance teams
Experience building processes from scratch rather than following established ones

Responsibilities

Own daily office operations, including supplies, equipment, mail/packages, conference rooms, and overall office readiness
Serve as the primary point of contact for office-related issues and coordinate with building management and external vendors as needed
Manage office vendors (supplies, cleaning, internet/IT support, repairs, snacks), including sourcing, renewals, and service quality
Handle office purchasing and basic inventory tracking for supplies and equipment
Maintain simple, clear office operations playbooks and documentation (how we order, who to contact, standard procedures)
Support onboarding and offboarding logistics, including desk setup, equipment coordination, access needs, and shipping/returns
Track office-related expenses and support invoice processing and budget coordination in partnership with Finance
Help plan and execute light internal events such as team lunches, onsite meetings, and visitor logistics
Provide general operational and administrative support for ad-hoc projects as the company grows