Office Operations & Culture Coordinator

MatX; Mountain View (CA); On-site; USD 160,000 - 170,000; Full time

Benefits offered by this job

4 weeks PTO

Company health insurance

401K with 5% match

Professional development budget

Onsite team meals

Commute reimbursement

Remote home setup funds

Mental health support

Parental leave

Job summary

MatX is seeking an Office Coordinator to keep the Mountain View office running smoothly and create an enjoyable work environment. You will manage daily operations, the kitchen, onboarding/offboarding, invoices, vendors, and various office projects in a fast-paced startup setting.

The role is on-site and requires strong organizational skills, proactive mindset, and comfort handling multiple tasks with vendors and teams.

Qualifications

• At least 2 years in office administration, coordination, hospitality or related role.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication, friendly and professional.
• Ability to manage multiple tasks and follow through with vendors and teams.
• Comfort working with invoices and expense records.

Responsibilities

• Manage incoming and outgoing mail, packages, and deliveries.
• Keep meeting rooms clean, organized, and ready for use.
• Monitor daily office needs and ensure supplies are available.
• Coordinate with building management on access and visitor procedures.
• Maintain a clean, organized, and well-stocked kitchen.
• Order snacks, drinks, and kitchen essentials based on preferences.
• Monitor inventory and replenish supplies.
• Coordinate breakfast orders, deliveries, and setup.
• Organize employee events and team-building activities.
• Coordinate food, vendors, setup, and cleanup.
• Arrange photography, camera setup, and video recording when needed.
• Coordinate annual gifts and holiday celebrations.
• Support a welcoming office environment and strong team culture.
• Prepare desks and onboarding supplies before new hires.
• Welcome new hires and give office tours.
• Coordinate with IT to prepare laptops and accessories.
• Ensure accounts and system access on day one.
• Manage badges, keys, and employee access permissions.
• Coordinate equipment collection and access removal for departures.
• Review and organize vendor invoices and ensure timely payment.
• Maintain records of vendors and office-related expenses.

Skills

Strong organizational skills

Attention to detail

Clear written and verbal communication

Multitasking and follow-through

Invoice and expense handling

Ability to lift 25 lbs

Tools

Basic spreadsheets

Job description

MatX is seeking an Office Coordinator to keep the Mountain View office running smoothly and create an enjoyable work environment. You will manage daily operations, the kitchen, onboarding/offboarding, invoices, vendors, and various office projects in a fast-paced startup setting.

The role is on-site and requires strong organizational skills, proactive mindset, and comfort handling multiple tasks with vendors and teams.