Office Manager & Administrative Coordinator

Aria Networks, Inc.; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Aria Networks, Inc. in Palo Alto, CA is seeking a proactive Office Manager & Administrative Coordinator. This role is crucial for office and facilities management, ensuring the workspace is ready and operationally efficient.

The ideal candidate thrives in a fast-paced startup, managing everything from office moves to employee experience. With a focus on organization and communication, this position will contribute significantly to a positive workplace culture.

Qualifications

• 3+ years of experience in an office management or administrative coordinator role.
• Experience at a startup or high-growth tech company is preferred.
• Proven ability to manage an office move or new facility setup.

Responsibilities

• Lead the coordination of the office move, including vendor setup and furniture procurement.
• Oversee all aspects of office administration and facilities management.
• Create a productive, welcoming office environment reflecting Aria's culture.

Skills

Office management experience

Interpersonal skills

Organizational skills

Proficiency in Google Workspace or Microsoft 365

Tools

DocuSign or similar e-signature tools

Job description

Office Manager & Administrative Coordinator

Location: SFBA|Department: G&A|Job Type: Full-Time

About Aria Networks

Aria Networks delivers Networks that Think. The next frontier in AI networking, made possible by advances in fine‑grain telemetry, AI, and cloud. Aria is a VC‑backed technology company (Sutter Hill Ventures, Atreides and Eclipse) building innovative solutions with our AI‑optimized hardware and Aria Cluster Software, helping customers scale from dozens of GPUs to 100,000+ while delivering over 10x ROI on network investments.

Position Summary

As Aria Networks grows, it is now at 50+ employees and prepares to move into a new headquarters, we are looking for a highly organized and proactive Office Manager & Administrative Coordinator to be the operational backbone of our growing team. This role focuses on full‑cycle office and facilities management, legal and contract administration support, and fostering a positive workplace culture. From standing up our new space and keeping day‑to‑day operations running smoothly, to managing our legal and contracting processes, this position is the operational backbone of our growing team.

The ideal candidate is someone who thrives in a fast‑paced startup environment, takes genuine ownership of both the physical workspace and the employee experience, and is energized by variety. You'll be the person who makes sure the building is ready, documents are signed, and the team feels supported from day one.

Key Responsibilities

Office Management & Facilities

• New Building Setup: Lead the coordination of our upcoming office move, including vendor setup, furniture procurement, IT infrastructure readiness, signage, and space planning.
• Day‑to‑Day: Oversee all aspects of office administration — facilities management, supply ordering, mail, visitor management, and vendor relationships (cleaning, security, food/beverage, etc.).
• Workplace Experience: Create and maintain a productive, welcoming office environment that reflects Aria's culture and supports a growing team.
• Communications: Serve as a central point of contact for internal operations communications, including announcements about the office, building updates, and company‑wide logistics.
• Health & Safety: Ensure the office meets all safety and compliance requirements, and coordinate with building management on any facility issues.

Legal & Contract Administration Support

• Document Routing: Manage the intake and routing of legal documents to the appropriate internal stakeholders or external counsel for review, ensuring nothing falls through the cracks.
• Contract & Document Management: Maintain an organized repository of executed and in‑progress legal documents, tracking status, expiration dates, and follow‑up actions.
• DocuSign & E‑Signature Coordination: Own the end‑to‑end DocuSign process for legal and business documents — preparing envelopes, managing signature workflows, following up with signatories, and ensuring completed documents are filed appropriately.
• NDA Coordination: Coordinate the full NDA lifecycle — sending, tracking, collecting signatures, and maintaining a complete log of active and executed agreements across vendors, partners, and candidates.

Culture & Employee Experience

• Events & Engagement: Organize team‑building events, company all‑hands, and social initiatives that strengthen Aria's culture as we grow.
• Employee Support: Be a trusted, approachable resource for employees to help point them in the right direction for office, HR and admin needs.

Qualifications

• 3+ years of experience in an office management or administrative coordinator role
• Experience at a startup or high‑growth technology company strongly preferred
• Proven ability to manage an office move or new facility setup is a plus
• Exceptional organizational skills with a strong attention to detail — you're the person who catches things before they become problems
• Outstanding interpersonal and communication skills; comfortable working with all levels of the organization
• Proactive, self‑directed, and comfortable operating with ambiguity in a fast‑paced environment
• Proficiency in Google Workspace or Microsoft 365; experience with DocuSign or similar e‑signature tools preferred
• Ability to handle sensitive and confidential information with discretion

What We Are Looking For & Why Join Aria Networks!

• Someone who takes genuine pride in building an environment where the team can do their best work
• A natural multitasker who can context‑switch between facilities, legal administration, and office operations without missing a beat
• High initiative and ownership mindset — you see what needs to be done and do it
• Excited to help shape the culture and operations of a company at an inflection point
• Opportunity to grow into a broader role as Aria scales
• Exciting, high‑growth environment backed by top‑tier VCs with a world‑class team