Office Coordinator

Duties & Responsibilities:

Office Management, Facilities & Operations:

• Assist the Operations Manager with daily office operations to ensure efficiency and productivity.
• Maintain office and kitchen supplies and manage inventory within budget.
• Maintain the kitchen area by providing fresh fruit each morning, ensuring coffee availability throughout the day, keeping the space clean, and washing dishes as needed.
• Ensure the office environment is clean, organized, and well-maintained.
• Act as the liaison between all vendors and service providers providing site services, including but not limited to commercial movers, carpenters, security, building management and electricians to fix facility problems.
• Support Operations Manager duties in their absence.
• Maintain building operations and emergency procedures, etc.
• Assist Operations Manager in all things related to office moves.
• Manage lunch orders and catering services.
• Greet visitors
• Assist in organizing company events and meetings.

Scheduling & Administrative Support:

• Manage calendars for the two leaders.
• Schedule meetings, appointments, and travel arrangements.
• Assist with other administrative tasks as needed.

Skills & Abilities:

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the senior executives
• Ability to think outside of the box with a sense of urgency
• Ability to work on-site in San Jose 5 days a week, with flexibility for after-hours to handle urgent matters.
• Ability to drive to the San Francisco location to help maintain the office and/or stock kitchen and office supplies.
• Ability to lift between 30 - 40 lbs

Education & Experience:

• 4+ years experience supporting executives in a similar capacity
• 4+ years of experience in office coordinator, or similar position
• Prior experience supporting multiple executives
• Knowledge of facilities management and office operations
• Previous experience working in a fast paced startup environment.
• Proficient in Microsoft 365, Google Workspace, and virtual meeting tools, such as Google Meet, Zoom, Asana or similar, etc.
• Use discretion, confidentiality, and good judgment to handle C-Level matters
• Bachelor's degree or equivalent qualifications and/or work experience in a related field preferred

What you can expect from us:

This position is based on-site in San Jose, California, with five days a week in office.

The estimated hourly rate for this position is $36.00-$44.23 per hour.*

At Coactive, cash salary is only one part of our total compensation package. Other benefits for this position include, but are not limited to:

• 100% medical, dental, & vision coverage for you
• Medical, dental, & vision partially covered for your dependents
• Unlimited PTO
• Social events ranging from book clubs, happy hours, and hiking to board game nights.

Further, you can expect a supportive work environment from us. We build products, but we develop people. 

Join us in revolutionizing data-intensive workflows. If you thrive on creating resilient, scalable, and secure systems in a dynamic environment, your impact at Coactive AI will be truly meaningful. Apply now to be at the forefront of innovation and transformation with the Coactive AI team.

*Actual pay is dependent on an individual candidate’s professional background, experience, skills and qualifications, as well as market demand and business demands. This pay range is subject to change and may be modified in the future. The salary, other compensation, and benefits information is accurate as of the date of this posting.