Office Experience & Operations Coordinator

Reflection AI; San Francisco (CA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Top-tier compensation

Stock options

Health & wellness

Meals provided in office

Paid parental leave

Unlimited PTO in US / 30 days in UK

Sponsorship for visas

Team building activities

Job summary

Reflection AI in San Francisco is looking for an Office Coordinator who will be the first friendly face visitors meet. You will ensure the front desk is welcoming, manage deliveries, and support the office's daily operations so teams can work smoothly.

Working closely with the Office Manager and IT, you'll handle meeting room bookings, catering coordination, equipment readiness, and supply replenishment, creating a calm, efficient environment for a talent-dense team.

Qualifications

• Genuine enjoyment of hosting and making people feel welcome.
• Strong organizational instincts; can juggle several moving pieces at once.
• Clear, proactive communication with vendors, colleagues, and guests.
• Reliability and follow-through on recurring operational tasks.
• Comfort with hands-on physical work: stocking, setup, deliveries, and courier coordination.
• A calm, solutions-first approach when things go sideways.
• Discretion and good judgment around building access and security.

Responsibilities

• Greet and check in guests, candidates, and visitors, keeping the front desk warm and professional.
• Manage the visitor log, badges, and building security registration.
• Route calls, post, and packages, and coordinate outbound shipments and couriers.
• Run the daily catered lunch programme end to end: Sharebite account, headcounts, dietary needs, and order issues.
• Coordinate catering and hospitality for meetings and guest visits.
• Own consumables inventory: snacks, stationery, kitchen stock, printer supplies, cleaning products, and first aid, including reorders.
• Maintain a ready stock of laptops and equipment for new hires and last-minute starts.
• Manage meeting room bookings, AV setup, and room resets.
• Support on-site events, travel logistics for visiting colleagues, and general admin for the team and Office Manager.

Skills

Hosting & hospitality

Organizational skills

Proactive communication

Reliability & follow-through

Hands-on teamwork

Calm problem-solving

Discretion & judgment

Job description

Reflection AI in San Francisco is looking for an Office Coordinator who will be the first friendly face visitors meet. You will ensure the front desk is welcoming, manage deliveries, and support the office's daily operations so teams can work smoothly.

Working closely with the Office Manager and IT, you'll handle meeting room bookings, catering coordination, equipment readiness, and supply replenishment, creating a calm, efficient environment for a talent-dense team.