Office Operations & Facilities Coordinator for AI Lab Growth

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

The Institute of Foundation Models is seeking a highly organized Workplace Operations Coordinator to keep daily operations running smoothly. You will manage office relocation, vendor coordination, onboarding logistics, and basic accounting tasks while protecting confidential information and supporting a positive team culture.

Join a collaborative research environment focused on cutting-edge AI infrastructure and scalable office operations, with a strong emphasis on efficiency and reliability.

Qualifications

• Bachelor’s degree in business, admin or related field preferred.
• Minimum of 5 years of office/administrative experience.
• Strong organizational and communication skills; attention to detail.

Responsibilities

• Coordinate office relocation with the operations team, manage equipment inventory and on-site logistics.
• Assist in the new office space setup, including common areas and workstations.
• Support employee transitions with badges and directions to new amenities.
• Maintain expanded office footprint with regular walkthroughs for maintenance and supplies.
• Coordinate vendor scheduling and on-site visits as primary contact.
• Stock kitchen and office supplies to ensure smooth daily operations.
• Keep kitchen and shared spaces organized and 'office-ready'.
• Track recurring operational tasks and assist with facilities needs.
• Manage inbound mail and high-volume deliveries; prepare conference rooms and AV.

Skills

Organizational skills

Communication

Attention to detail

Cross-functional collaboration

Education

Bachelor's degree in business/administration or related

Tools

Zoom

Microsoft Teams

Slack

Microsoft Excel

Office Suite

Job description

The Institute of Foundation Models is seeking a highly organized Workplace Operations Coordinator to keep daily operations running smoothly. You will manage office relocation, vendor coordination, onboarding logistics, and basic accounting tasks while protecting confidential information and supporting a positive team culture.

Join a collaborative research environment focused on cutting-edge AI infrastructure and scalable office operations, with a strong emphasis on efficiency and reliability.