Office & Workplace Administrator

RoboForce; Milpitas (CA); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) plan

Lunches and dinners

Job summary

RoboForce in Milpitas, CA seeks an organized Office & Workplace Administrator to own day-to-day office operations, from supplies and meeting rooms to vendors and events. You will act as the frontline contact across locations as we grow, ensuring smooth, well-documented processes.

Ideal candidates bring 2+ years of office admin or hospitality experience, strong organization, and autonomy. You will manage calendars, ordering, visits, meals, and events while maintaining security and confidentiality.

Qualifications

• 2+ years in office administration, workplace coordination, hospitality, or related support role.
• Moves with urgency and follows through to close loops.
• Strong judgment and autonomy with limited direction.

Responsibilities

• Manage meeting rooms: booking, setup, AV, and conflict resolution.
• Handle shipping, mail, packages; coordinate receiving and distribution of orders.
• Order and track office supplies and stationery; manage stock.
• Maintain pantry, snacks, meals within budget and rotation.
• Coordinate catering and team meals for events and offsites.
• Oversee facilities: janitorial, waste, pest control, HVAC, and building systems.
• Serve as front-of-house contact for visitors; manage access and badges.
• Support multiple locations; travel between sites as needed.
• Identify operational gaps and take ownership to fix issues.
• Track spending with receipts, invoices, and trackers; flag costs.

Skills

Office admin

Calendar management

Vendor coordination

Hospitality

Attention to detail

Tools

Calendaring software

Spreadsheet tools

Email clients

Job description

Why RoboForce

RoboForce is an AI robotics company developing Physical AI–powered Robo-Labor for dull, dirty, and dangerous work. The company’s robots are engineered for demanding industrial environments, with a focus on real-world deployment and scalability.

We are looking for an organized, resourceful Office & Workplace Administrator to own day-to-day office administration — supplies, meeting rooms, vendors, visitors, meals, and company events — with real ownership from day one and the autonomy to decide how it runs. As we grow into new locations, the workplace you shape here is the one that travels with us.

Responsibilities

• Meeting rooms: Keep every room bookable and ready — setup standards and upkeep — AV checked and working, rooms reset between sessions, and booking conflicts resolved before they reach the calendar.
• Shipping and receiving: Handle inbound deliveries, mail, and packages, and coordinate outgoing shipments. Receive, check, and distribute bulk orders and equipment.
• Office supplies and stationery: Order, stock, and track stationery, printing, and general office consumables so nothing runs out mid-week.
• Snacks and pantry: Keep the pantry stocked and presentable — selection, ordering, and rotation, working within the weekly budget.
• Meals and events: Coordinate catering, team meals, celebrations, offsites, and company events within approved budgets.
• Facilities — hard and soft services: Coordinate janitorial, waste, pest control, and landscaping alongside maintenance, repairs, HVAC, and building systems. Act as the day-to-day point of contact for service providers, follow issues through to resolution, and escalated anything needing a decision or new spend.
• Visitors and front of house: Welcome guests, coordinate access and badges, prepare visitor spaces, and reset them afterward.
• Support multiple locations: Keep standards, supplies, and service consistent across our offices as the company expands, and travel between sites as needed.
• Own what has no owner: Spot operational gaps, solve them proactively, and take ownership of the tasks that fall between roles.
• Track spending and improve operations: Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend fixes for recurring workplace issues.

Requirements

• 2+ years of experience in office administration, workplace coordination, hospitality, or a related support role.
• Moves with urgency and follows through. You close loops without being chased, and people trust that what you take on gets done.
• Strong judgment and autonomy. You make sensible calls on your own, anticipate problems early, and figure things out with limited direction.
• Adaptable and resourceful. You are comfortable with shifting priorities and with work that does not fit neatly into a job description.
• Discreet and trustworthy. You handle confidential information, company purchases, and office access with consistently sound judgment.
• Strong organization and attention to detail, with the ability to manage daily routines alongside urgent requests.
• Experience ordering supplies, coordinating service providers, or supporting meetings and events.
• Comfort with collaborative tools — calendars, spreadsheets, and shared documents — and the ability to pick up new systems quickly.
• Responsibilities may require extended periods of sitting, standing, and walking; occasional bending, reaching, and crouching; and moving supplies, deliveries, and equipment.
• The role may involve occasionally lifting and carrying items weighing up to 30 pounds.
• Essential job functions may be performed with or without reasonable accommodation.
• Availability to work onsite and support occasional events outside regular office hours with advance coordination.
• Requires five days per week of in-office collaboration with the team.

Bonus Qualifications

• Experience supporting a startup, technology company, or engineering workplace.
• Familiarity with purchase orders, invoice tracking, and basic expense reporting.
• Experience with meeting room technology and visitor management systems.
• Experience improving office processes as a team grows.

Benefits

• Health, dental, and vision insurance, 401(k) plan.
• Lunches and dinners, a fully stocked kitchen, and regular team-building events.

Compensation: $30–$40/hr