Office Coordinator

matx; United States; On-site; USD 160,000 - 170,000; Full time

Benefits offered by this job

Paid time off

Company holidays

Remote work options

Team meals

Commuting stipend

Life insurance

Job summary

MatX seeks an Office Coordinator to keep the MatX office running smoothly on-site in the United States. You will manage mail, meetings, supplies, vendor relations, onboarding/offboarding, and kitchen operations while supporting a positive, collaborative culture.

You will coordinate events, breakfast setups, and team activities, and collaborate with IT/People teams to ensure day-one access and secure workspace setup. This role requires organizational rigor and proactive communication.

Qualifications

• 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.
• Experience planning company events.
• Familiarity with onboarding and offboarding processes, including coordination with IT and People teams.
• Ability to lift and carry packages and supplies up to 25 pounds.

Responsibilities

• 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

Skills

Organization

Vendor management

Communication

Multitasking

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

• $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 st