Office Specialist (Part-Time)

Define Ventures; Encinitas (CA); On-site; USD 28,000 - 39,000; Part time

Job summary

9amHealth seeks a Part-Time Office Specialist to own the day-to-day running of its Encinitas, CA office.

You'll ensure a welcoming, functional space for in-office staff and visiting teams, handle routine needs, coordinate with vendors, and build simple processes as the company grows. This role is 20 hours per week, 3–4 days onsite, with potential for growth into a full-time position.

Qualifications

• 1-2 years of experience in a startup setting independently running office, workplace, or facilities operations.
• Bachelor's degree preferred but not required.
• Proactive approach to solving problems and managing day-to-day needs.
• Comfortable working onsite and managing multiple priorities.
• Strong communication skills and ability to work with employees, vendors, and cross-functional teams.
• Strong organization and follow-through with vendors and the ability to solve practical problems without a detailed playbook.
• Good judgment about what to handle independently, what to recommend, and what to elevate.
• An eye for what people will need onsite before they have to ask.
• Comfortable creating simple, useful processes rather than waiting for perfect ones.

Responsibilities

• Keep the office running: maintain supplies and spaces; ensure workstations and meeting rooms are functional, welcoming, safe; coordinate fixes.
• Build and maintain a reliable mail process: collect, process, route mail; coordinate with Finance on checks and deposits; suggest improvements.
• Own facilities end-to-end: identify maintenance needs, arrange repairs, coordinate access for vendors and cleaners, obtain quotes, escalate costs.
• Stay ahead of recurring needs: schedule cleaning, supplies, waste collection, maintenance; document processes.
• Be the POC for unexpected issues: respond promptly to problems like AC/plumbing and escalate significant spend or risk.
• Support the onsite experience: coordinate space, meeting-room availability, supplies, lunches for team gatherings.
• Build simple processes: document recurring office needs and improve efficiency as the company grows.
• Partner with IT on workplace logistics: coordinate workspace needs with IT; IT handles devices and admin.

Skills

Startup office operations

Communication skills

Organizational skills

Vendor management

Onsite work

Education

Bachelor's degree preferred

Job description

About 9amHealth

9amHealth is an AI-enabled virtual specialty care platform focused on managing high-cost chronic conditions at scale. The company partners with employers, health plans, and pharmacy benefit managers to deliver comprehensive, cost-effective medical care for individuals living with obesity, diabetes, hypertension, and dyslipidemia. Members receive access to specialized clinicians, including endocrinologists, obesity medicine specialists, and clinical pharmacists, at-home lab testing, prescription medications, and lifestyle support.
9amHealth was founded in 2021 and is backed by leading healthcare investors like Define Ventures, SemperVirens, 7Wire Ventures, and The Cigna Group Ventures.

We're looking for an organized and proactive Part-Time Office Specialist to own the day-to-day running of our Encinitas, CA office.

You'll make sure the space is functional, welcoming, and ready for in office employees and visiting teams. This is a hands-on role for someone who can spot problems early, follow through with vendors, and create simple processes where they don't yet exist.

You'll handle routine needs independently and flag significant costs, risks, or decisions that require approval.

This is an Encinitas-based role requiring 3-4 days onsite each week, including Tuesdays, Wednesdays, and Thursdays, averaging 20 hours per week. The onsite schedule may shift to support visiting teams and office needs.

What you'll do

• Keep the office running: Maintain supplies and shared spaces; regularly check that workstations and meeting rooms are functional, welcoming, and safe. Coordinate fixes when something isn't working.

• Build and maintain a reliable mail process: Collect and securely process mail on a consistent schedule, route items to the right owners, and follow up on time-sensitive items. Coordinate with Finance on checks and deposits; recommend improvements to the process as needed.

• Own facilities end-to-end: Identify maintenance needs, arrange repairs, coordinate access for vendors, cleaners, and the property manager, and track issues through resolution. Obtain quotes and elevate costs or decisions that need approval.

• Stay ahead of recurring needs: Keep a simple schedule for cleaning, supplies, waste collection, maintenance, and other repeat tasks. Document how work gets done so responsibilities and escalation paths are clear.

• Be the POC for unexpected issues: Use sound judgment to arrange a prompt response to problems such as an AC breakdown or plumbing issue, while escalating significant spend or risk.

• Support the onsite experience: Coordinate space, meeting-room availability, supplies, lunches, and other practical details ahead of team gatherings. Help make it easy for visiting and local teammates to connect.

• Build simple processes: Document how recurring office needs are handled and identify ways to make them more efficient as the company grows.

• Partner with IT on workplace logistics: Coordinate workspace and meeting-room needs with IT. IT owns devices, technical systems, and administration; this role is not responsible for device management or technical setup.

What we're looking for

• 1-2 years of experience in a start up setting independently running office, workplace, or facilities operations.

• Bachelor's degree preferred but not required.

• Proactive approach to solving problems and managing day-to-day needs.

• Comfortable working onsite and managing multiple priorities.

• Strong communication skills and ability to work with employees, vendors, and cross-functional teams.

• Strong organization and follow-through with vendors and the ability to solve practical problems without a detailed playbook.

• Good judgment about what to handle independently, what to recommend, and what to elevate.

• An eye for what people will need onsite before they have to ask.

• Comfortable creating simple, useful processes rather than waiting for perfect ones.

Growth Opportunity

This role is expected to grow with the company. As responsibilities expand, there may be an opportunity to move into a full-time role with broader ownership of workplace and employee experience initiatives.

What you can expect at 9amHealth

At 9amHealth, you'll join the exciting environment of a startup with the stability of highly experienced founders that have successfully built a business from scratch. We foster a collaborative learning mindset and a passion for improvement. You'll work with a brand-new product alongside a small, flexible team of people eager to shape technology, infrastructure, and culture.

Our team members are spread across the globe, with physical sites in San Diego, California, and Vienna, Austria, but we value your culture regardless of where you work.

Additionally, we provide a professional development budget and support continuing education, empowering our team to grow alongside the company. Team members have the opportunity to make a meaningful impact on chronic disease management and patient outcomes while contributing to a collaborative, mission driven culture focused on improving healthcare accessibility and affordability.

Full-Time/W2 Positions Only: We offer a comprehensive benefits package, including health, dental, and vision insurance, along with flexible PTO and work from home options.

Our commitment to diversity and inclusion

Diabetes disproportionately impacts BIPOC (black, indigenous, and people of color) communities. We are committed to creating a workforce that reflects our patients and creating a positive healthcare experience for them. We welcome applications from people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and foreign born residents.