Office Coordinator

MatX; Mountain View (CA); On-site; USD 160,000 - 170,000; Full time

Benefits offered by this job

4 weeks PTO

Company health insurance

401K with 5% match

Professional development budget

Onsite team meals

Commute reimbursement

Remote home setup funds

Mental health support

Parental leave

Job summary

MatX is seeking an Office Coordinator to keep the Mountain View office running smoothly and create an enjoyable work environment. You will manage daily operations, the kitchen, onboarding/offboarding, invoices, vendors, and various office projects in a fast-paced startup setting.

The role is on-site and requires strong organizational skills, proactive mindset, and comfort handling multiple tasks with vendors and teams.

Qualifications

• At least 2 years in office administration, coordination, hospitality or related role.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication, friendly and professional.
• Ability to manage multiple tasks and follow through with vendors and teams.
• Comfort working with invoices and expense records.

Responsibilities

• Manage incoming and outgoing mail, packages, and deliveries.
• Keep meeting rooms clean, organized, and ready for use.
• Monitor daily office needs and ensure supplies are available.
• Coordinate with building management on access and visitor procedures.
• Maintain a clean, organized, and well-stocked kitchen.
• Order snacks, drinks, and kitchen essentials based on preferences.
• Monitor inventory and replenish supplies.
• Coordinate breakfast orders, deliveries, and setup.
• Organize employee events and team-building activities.
• Coordinate food, vendors, setup, and cleanup.
• Arrange photography, camera setup, and video recording when needed.
• Coordinate annual gifts and holiday celebrations.
• Support a welcoming office environment and strong team culture.
• Prepare desks and onboarding supplies before new hires.
• Welcome new hires and give office tours.
• Coordinate with IT to prepare laptops and accessories.
• Ensure accounts and system access on day one.
• Manage badges, keys, and employee access permissions.
• Coordinate equipment collection and access removal for departures.
• Review and organize vendor invoices and ensure timely payment.
• Maintain records of vendors and office-related expenses.

Skills

Strong organizational skills

Attention to detail

Clear written and verbal communication

Multitasking and follow-through

Invoice and expense handling

Ability to lift 25 lbs

Tools

Basic spreadsheets

Job description

What MatX Is Building

MatX's mission is to make the world's best AI models run as efficiently as allowed by physics, bringing the world years ahead in AI quality and availability.

As Office Coordinator, you will keep the MatX office running smoothly and make it a place people enjoy working in. You will handle daily operations, the kitchen, events, new hire onboarding and offboarding, invoices, vendors, and office projects. This is an on-site role for someone who is organized, proactive, and comfortable juggling many tasks at once.

What You'll Do Here

• Manage incoming and outgoing mail, packages, and deliveries

• Keep meeting rooms clean, organized, and ready for use

• Monitor daily office needs and make sure essential supplies are available

• Coordinate with building management on office access and visitor procedures

• Maintain a clean, organized, and well-stocked kitchen

• Order snacks, drinks, coffee, and kitchen essentials based on employee preferences

• Monitor inventory and replenish kitchen and office supplies

• Coordinate breakfast orders, deliveries, and setup

• Organize happy hours, team-building activities, and other employee events

• Coordinate food, drinks, vendors, setup, and cleanup

• Arrange photography, camera setup, and video recording when needed

• Coordinate annual gifts, holiday celebrations, and special occasions

• Support a welcoming office environment and strong team culture

• Prepare desks, workspaces, and office supplies before new employees arrive

• Welcome new hires, give office tours, and introduce colleagues

• Coordinate with IT to prepare laptops, monitors, and accessories

• Work with IT and People to make sure accounts and system access are ready on day one

• Manage badges, keys, and employee access permissions

• Coordinate equipment collection and access removal for departing employees

• Collect, review, and organize vendor invoices

• Track invoices and coordinate with Finance to ensure timely payment

• Maintain records of vendors, orders, and office-related expenses

Who You Are

• At least 2 years of experience in office administration, office coordination, hospitality, or a related role

• Strong organizational skills and attention to detail

• Clear written and verbal communication, with a friendly, professional manner

• Ability to manage multiple tasks and follow through on open items with vendors and teams

• Comfort working with invoices, expense records, and basic spreadsheets

• Ability to lift and carry packages and supplies up to [25] pounds, with or without reasonable accommodation

• Experience in a startup or fast-growing technology company

• Experience planning company events

• Familiarity with onboarding and offboarding processes, including coordination with IT and People teams

Compensation

The US pay for this full-time position is determined based on a variety of factors including role, experience, location, job-related skills, and relevant education and training. Career length is only a guideline for compensation.

$160K- $170K +Equity

What We Offer

• Time off: 4 weeks PTO (accrued) + 12 company Holidays + up to 3 weeks remote work

• Health: Company-subsidized Medical (Kaiser or Anthem) for employees & dependents, Guardian Dental and Vision insurances for employee & dependents, and life insurance (employee only), plus HSA and FSA offerings via Lively.

• Financial Security: Choose from Roth or pre-tax 401K (or both) with a 5% company contribution (even if you don't contribute), 100% company-paid life insurance (up to $300K), long-term disability and travel insurance.

• Professional Development: $1500 per year Professional Development Budget

• Team Meals: MatX provides onsite team lunch & dinner Monday - Friday, with your choice of ordering via WeBox, Specialty’s or via our reimbursement system

• Commute on Us: We pay 100% for your daily commute. Commute via our company rideshare account, reimburse public transportation, or get a Fasttrak card (or all three)

• MatX E[x]tras: $50/mo to use on the perk you value most

• Cell & Internet Reimbursement: $35/mo for cellular and $40/mo for wifi

• Remote Home Setup: Use our Amazon business account for up to $1000 in office setup purchases.

• Mental Wellbeing: 100% paid mental health benefit via SpringHealth and Guardian EAP.

• Support to Parents: Up to 12 weeks paid parental leave regardless of path to parenthood, 10 weeks pregnancy disability leave, flexible return-to-work hours, and a $6K Family Fund to cover fertility, surrogacy, adoption, menopausal health, preservation, family counseling and more.

As part of our dedication to the diversity of our team and our focus on creating an inviting and inclusive work experience, MatX is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, gender, gender identity, gender expression, sexual orientation, age, physical or mental disability, medical condition, marital/domestic partner status, military and veteran status, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances.
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This position requires access to information that is subject to U.S. export controls. This offer of employment is contingent upon the applicant's capacity to perform job functions in compliance with U.S. export control laws without obtaining a license from U.S. export control authorities.
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MatX does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies in response to job postings. No fee will be paid to third parties who submit unsolicited candidates directly to our hiring managers or People team and any resumes submitted are deemed to be the property of MatX.