Office Manager

Generalist AI; San Mateo (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Generalist AI is seeking an Office Manager to oversee the day-to-day operations of our San Mateo campus. You will coordinate vendors, manage budgets, support onboarding, and design scalable systems that keep the workplace running smoothly.

You will sit at the intersection of operations, facilities, HR, and events, driving end-to-end improvements and ensuring a high-velocity, high-functioning environment for a fast-growing AI/robotics company.

Qualifications

• Experience running office operations in fast-paced environments.
• Highly organized with ability to manage multiple parts concurrently.
• Ability to design repeatable processes and workflows.
• Strong ownership and proactive problem solving.
• Comfort coordinating with vendors, employees, and leadership.

Responsibilities

• Running daily office operations and ensuring smooth function.
• Designing and improving systems for office processes and onboarding.
• Managing vendors (cleaning, internet, food, maintenance) and contracts.
• Coordinating deliveries, services, and facility needs.
• Owning office budgets, tracking spend, processing invoices.
• Ensuring office space is organized and productivity-optimized.
• Supporting onboarding (workspace setup, access, equipment).
• Planning team events, meals, and offsites.
• Managing shared spaces and calendars.
• Handling mail, shipping, and admin workflows.
• Identifying bottlenecks and improving the office experience.

Skills

Office operations

Vendor management

Systems thinking

Event planning

Cross-functional collaboration

Job description

About Generalist

At Generalist, we are on a mission to build general intelligence for the physical world and make it useful to everyone. We believe the industries and homes of the future will depend on humans and machines working together in new ways. Robots can help us build more and get more done. We build embodied foundation models, starting with a focus on dexterity. This requires advancing the frontiers of data, models, and hardware, to enable robots to intelligently interact with the physical world. The company embraces both large-scale AI and robotics as core to its DNA. Our team of researchers, roboticists, and company builders come from OpenAI, Boston Dynamics, Google DeepMind, and other frontier labs - with a track record of shipping AI breakthroughs. Before Generalist, we pioneered large embodied multimodal models and vision-language-action models (PaLM-E, RT-2, Gemini Robotics), launched and scaled ChatGPT and GPT-4 to hundreds of millions of users, engineered the foundations of autonomous driving, built next-generation robots (Atlas, Spot, Stretch) and pushed the limits of what they can do (from parkour to manipulation, and testing robustness).

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.

About the Role

This is a deeply cross-functional, execution-oriented role at the center of our workplace operations. As an Office Manager, you will ensure that the physical office, vendors, systems, and employee experience all come together into a high-functioning, high-velocity environment. You wont sit purely in admin, facilities, HR, or events - you will operate horizontally across all of them.

In practice, you will run the day-to-day office, coordinate vendors and services, manage budgets, support onboarding, and design the systems that keep everything running smoothly. You may rearrange physical spaces, troubleshoot infrastructure issues, negotiate contracts, and build repeatable processes that scale as the company grows.

This role is about making the entire workplace operate seamlessly. If something is slowing the team down - whether it's missing supplies, broken equipment, unclear processes, vendor issues, or gaps in employee experience - you fix it, or find the right person to fix it.

You are the connective tissue between people, space, and operations.

Responsibilities

• Running daily office operations and ensuring everything functions smoothly
• Designing and improving systems for office processes (supplies, vendors, events, onboarding)
• Managing vendors (cleaning, internet, food, maintenance) and negotiating contracts
• Coordinating deliveries, services, and ongoing facility needs
• Owning office budgets, tracking spend, and processing invoices/reimbursements
• Ensuring the office space is organized, well-maintained, and optimized for team productivity
• Supporting employee onboarding (workspace setup, access, equipment readiness)
• Planning and executing team events, lunches, and offsites
• Managing shared spaces (conference rooms, calendars, common areas)
• Handling mail, shipping, and general administrative workflows
• Identifying operational bottlenecks and improving the office experience end-to-end

What you might thrive in this role if you:

• Have experience running office operations, workplace experience, or facilities in a fast-paced environment
• Are highly organized and can manage multiple moving parts simultaneously
• Think in systems and processes, not one-off fixes
• Are comfortable coordinating across vendors, employees, and leadership
• Have strong ownership and proactively solve problems without being asked
• Enjoy both physical and operational work (moving things, setting up spaces, fixing issues)
• Have high emotional intelligence and care about team experience and culture
• Write clear documentation and create repeatable workflows
• Prefer execution and speed over over-planning
• Like being the person who "just makes it work"

What This Role Is Not

• This role works closely with leadership, HR, and operations. However:
• This is not an Executive Assistant role focused on calendar or travel management
• This is not a purely administrative role with narrowly defined tasks
• This is not a facilities-only role limited to maintenance and repairs
• This is not an events-only role focused solely on culture programming
• Instead, this role sits at the intersection of operations, workplace experience, and execution - ensuring the office runs end-to-end and continuously improves.

Growth & Impact

This role sits on the front lines of scaling our workplace as the company grows as the team expands, the scope evolves from managing a single office to shaping workplace strategy, office expansion, vendor ecosystems, and employee experience at scale.

Career growth

Career growth here is directly tied to the scale and complexity of the company. The more you can operationalize - across systems, budgets, vendors, and culture - the more ownership and influence you will earn.

If you want to grow alongside a fast-scaling AI + robotics company and play a critical role in how teams operate day-to-day, this role offers outsized impact.