Operations Coordinator

Constellation; Berkeley (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Constellation is seeking an Operations Coordinator to provide in-person office, administrative, and customer support for researchers in our shared workspace. You’ll be the first point of contact for visitors, manage records, and assist with events in a fast-paced environment.

The role is full-time and onsite, with typical hours 8:30am–5:00pm on weekdays and occasional evenings or weekends during events or urgent issues.

Qualifications

• Experience coordinating administrative tasks for a team.
• Ability to be friendly, professional, and engaging with a wide range of people.
• Clear, concise written communication.
• Strong attention to detail.
• High level of proficiency with Google Docs & Sheets.
• Comfortable learning new web applications and technologies.
• Experience managing customer support issues or user requests (preferred).
• Experience maintaining a physical workspace (preferred).
• Experience planning in-person events for groups (preferred).
• Experience using Slack, Asana, and CRM tools (preferred).

Responsibilities

• Administrative support: Reserving offices and meeting rooms, booking travel and lodging for visitors, updating headcount estimates.
• Customer support: Welcoming visitors, registering them in systems, giving orientation tours, handling inbound requests, escalating when needed.
• Site support: Troubleshoot office issues, order food and supplies, update signage.
• Event support: Staff workshops and happy hours, assist with setup and takedown, address issues.
• Team support: Backing programs and projects, potential growth into owning tasks.

Skills

Administrative coordination

Customer support

Office management

Interpersonal skills

Written communication

Attention to detail

Google Docs & Sheets proficiency

Slack/Asana/CRM tools

Tools

Google Docs

Google Sheets

CRM tools

Asana

Slack

Job description

About the role

The Operations Coordinator role is focused on providing office, administrative, and customer support to our staff and the researchers hosted in our shared workspace. This position will report to a member of the Shared Services team.

The ideal candidate is detail-oriented, has excellent interpersonal skills, and is excited to support AI safety research in a fast-paced and friendly work environment. (The vibe and pace of work is much closer to a growing startup than a traditional nonprofit.) Ideally, you also have a few years of office management, customer support, or administrative experience.

In this role, you’ll be the first person visitors and program participants meet when they arrive. You’ll respond to researcher support requests, maintain accurate records in our systems, troubleshoot and fix things around the office, and help facilitate special events.

This is an in-person, full-time position. This role requires being onsite from 8:30am-5:00pm on weekdays, plus periodic work on evenings and weekends when we are hosting events or handling urgent issues.

Key responsibilities

• Administrative support: Reserving offices and meeting rooms. Booking travel and lodging for visitors and guests, preparing desks and offices for new members, updating headcount estimates, etc.


• Customer support: Welcoming visitors when they arrive, registering them in our systems, and giving orientation tours. Managing inbound support requests, solving the ones you can, and escalating tickets that require input from other team members.


• Site support: Troubleshoot and fix issues around the office. Order food, drinks, and office supplies. Update and post signage.


• Event support: Staffing workshops and happy hours, helping with event setup and takedown, identifying and responding to issues.


• Team support: Supporting other programs and projects as needed. Over time, you can take on more responsibility and ownership of the work you find most interesting.

Skills & experience

• Experience coordinating administrative tasks for a team


• Ability to be friendly, professional, and engaging with a wide range of people


• Clear, concise written communication


• Strong attention to detail


• High level of proficiency with Google Docs & Sheets


• Comfortable learning new web applications and technologies


• Experience managing customer support issues or user requests (preferred, not required)


• Experience maintaining a physical workspace (preferred, not required)


• Experience planning in-person events for groups (preferred, not required)


• Experience using Slack, Asana, and CRM tools (preferred, not required)

You might be a good fit if:

• You enjoy helping people face-to-face in a fast-paced environment.


• You like creating spreadsheets to organize things.


• You love creating to-do lists and crossing tasks off your list.


• You can effectively prioritize and juggle a variety of competing requests.


• You care a lot about improving the user/customer experience.


• You are entrepreneurial and like learning new skills.


• You like taking responsibility and owning your work.


• You care about AI safety and improving researcher productivity.