Office & Facilities Lead — Onsite, Flexible Hours, Equity

ABAKA; Mountain View, Northern (CA, KY); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Equity

Health insurance

Dental

Vision

PTO

Flexible schedule

Job summary

Abaka AI in Mountain View is seeking an Office Administrator to oversee daily operations and create a welcoming, organized workplace for employees and visitors.

This onsite role requires hands-on ownership, strong organization, and the ability to coordinate maintenance, front desk duties, vendor relations, and onboarding. Base pay ranges from $70,000 to $90,000 USD annually with equity and comprehensive benefits.

Qualifications

• 1-3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations, or a related role.
• Professional fluency in written and spoken English.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and follow tasks through to completion.
• Proactive and resourceful approach to identifying and resolving problems.
• Strong written and verbal communication skills.
• Professional, friendly, and service-oriented when interacting with employees, candidates, visitors, and vendors.
• Ability to exercise discretion when handling confidential or sensitive information.
• Comfortable using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.
• Ability to work onsite five days per week at our Mountain View office.
• Ability to occasionally lift, move, or organize office supplies and equipment.

Responsibilities

• Manage all office maintenance and facilities-related needs, including repairs, cleaning, utilities, furniture, appliances, internet, security systems, and other workplace infrastructure.
• Conduct regular office walkthroughs to identify maintenance, cleanliness, safety, or supply issues before they elevate.
• Coordinate with property management, contractors, cleaners, and external service providers to resolve office issues promptly.
• Manage vendor relationships, service schedules, contracts, invoices, and related documentation.
• Maintain an organized, clean, safe, and functional office environment.
• Monitor office equipment and coordinate repairs, replacements, or upgrades when needed.
• Maintain emergency supplies and support workplace safety, security, and facilities procedures.
• Manage the front desk and serve as the first point of contact for visitors, candidates, vendors, deliveries, and employees.
• Welcome and direct guests while maintaining a professional and hospitable office environment.
• Receive, organize, and distribute mail, packages, food deliveries, and other shipments.
• Manage building access, visitor procedures, office keys, badges, and related records.
• Maintain conference rooms, shared workspaces, kitchens, and other common areas.
• Monitor and replenish office supplies, snacks, beverages, kitchen items, and other workplace necessities.
• Coordinate conference room scheduling and support meeting set up when needed.
• Support internal events, team lunches, celebrations, and other office activities.
• Support employee onboarding and offboarding by preparing workspaces, coordinating office access, and ensuring required equipment and supplies are available.
• Track office expenses, invoices, receipts, inventory, and vendor documentation.
• Assist the HR and Operations teams with administrative projects and employee requests.
• Maintain accurate office records, contact lists, procedures, and vendor information.
• Communicate office updates, maintenance notices, and workplace procedures to employees.
• Respond to unexpected office needs with urgency, sound judgment, and a solutions-oriented approach.
• Recommend and implement improvements to office operations, space utilization, and the overall employee experience.

Skills

Office administration

Front desk operations

Facilities coordination

Hospitality

Google Workspace

Microsoft Office

English fluency

Tools

Google Workspace

Microsoft Office

Lark

Slack

Job description

Abaka AI in Mountain View is seeking an Office Administrator to oversee daily operations and create a welcoming, organized workplace for employees and visitors.

This onsite role requires hands-on ownership, strong organization, and the ability to coordinate maintenance, front desk duties, vendor relations, and onboarding. Base pay ranges from $70,000 to $90,000 USD annually with equity and comprehensive benefits.