Operations Coordinator

mpathic; Seattle (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

mpathic.ai is seeking an Operations Coordinator to support day-to-day operations across Finance, People, Operations, and Leadership. You’ll organize records, manage documents, and keep projects moving in a fast-paced startup environment.

You’ll coordinate recruiting, support contractor administration, maintain spreadsheets and dashboards, and help migrate files to Google Drive while keeping a scalable structure.

Qualifications

• 2+ years of experience in operations, recruiting coordination, people operations, HR administration, project coordination, office administration, or a similar operational role.
• Outstanding organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative support across Finance, People, Operations, and Leadership teams.
• Coordinate document management, and operational requests.
• Manage personnel, accounting, and contract files.
• Support day-to-day communications with contractors.
• Assist with vendor coordination, purchasing, and administrative tracking.
• Maintain organized digital files and ensure documentation is current and easily accessible.
• Support recurring operational tasks and special projects as business needs evolve.
• Manage and organize documentation, including migrating files from SharePoint to Google Drive while maintaining an intuitive, scalable folder structure.
• Administer contract management processes, including preparing agreements, routing documents for signature, tracking execution status, maintaining contract records, and monitoring renewals and expirations.
• Manage recruiting coordination, including scheduling interviews and coordinating candidate communications.
• Support job postings and recruiting workflow administration.
• Maintain applicant tracking data and ensure recruiting records remain accurate.
• Maintain workforce planning spreadsheets, project trackers, and operational dashboards.
• Update large operational spreadsheets used to manage staffing, onboarding status, assignments, capacity, and key operational metrics.
• Manage contract signature workflows through DocuSign or similar platforms, ensuring timely execution, proper recordkeeping, and accurate tracking of outstanding agreements.
• Support multiple concurrent projects with changing priorities.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Google Sheets

Excel

Multitasking

Self-starter mindset

Contractors/distributed teams

HR administration

Project coordination

Tools

Google Workspace

DocuSign

SharePoint

Google Drive

Contract management tools

Applicant tracking systems

Job description

About mpathic.ai

mpathic is keeping humans safe in the AI era through automated tools and expert datasets that are rooted in psychology and powered by clinicians. We are a series A start-up backed by Tier 1 investors including Foundry.vc and Next Frontier Capital.

About the Role

As an Operations Coordinator, you’ll play a key role in supporting the day-to-day operations that keep mpathic running. This role combines general administrative support, recruiting coordination, personnel administration, and contractor operations. You’ll be responsible for keeping information organized, processes running smoothly, and projects moving forward across multiple teams.

You’ll support General & Administrative (G&A) functions, maintain personnel records, coordinate recruiting activities, assist with contractor administration, and manage the spreadsheets and operational data that support the business.

Success in this role comes from exceptional organization, attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced startup environment.

What You’ll Do

• Provide administrative support across Finance, People, Operations, and Leadership teams.
• Coordinate document management, and operational requests.
• Manage personnel, accounting, and contract files.
• Support day-to-day communications with contractors.
• Assist with vendor coordination, purchasing, and administrative tracking.
• Maintain organized digital files and ensure documentation is current and easily accessible.
• Support recurring operational tasks and special projects as business needs evolve.
• Manage and organize documentation, including migrating files from SharePoint to Google Drive while maintaining an intuitive, scalable folder structure.
• Administer contract management processes, including preparing agreements, routing documents for signature, tracking execution status, maintaining contract records, and monitoring renewals and expirations.

• Manage recruiting coordination, including but not limited to scheduling interviews and coordinating candidate communications.

• Support job postings and recruiting workflow administration.
• Maintain applicant tracking data and ensure recruiting records remain accurate.

• Maintain workforce planning spreadsheets, project trackers, and operational dashboards.
• Update large operational spreadsheets used to manage staffing, onboarding status, assignments, capacity, and key operational metrics.

• Manage contract signature workflows through DocuSign or similar platforms, ensuring timely execution, proper recordkeeping, and accurate tracking of outstanding agreements.

• Support multiple concurrent projects with changing priorities.

What We’re Looking For

• 2+ years of experience in operations, recruiting coordination, people operations, HR administration, project coordination, office administration, or a similar operational role.
• Outstanding organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• High proficiency in Google Sheets and Excel, including managing large datasets and complex trackers.
• Comfort managing multiple priorities and a high volume of communications.
• Ability to prioritize competing deadlines in a fast-paced startup environment.
• Experience working with contractors or distributed teams is a plus.
• Experience maintaining confidential personnel records or HR documentation.
• Proficiency with Google Workspace and project management tools.
• Ability to quickly learn new software and operational systems.
• A self-starter mindset and an interest in building structure, improving processes, and solving operational problems.

Nice to Have

• Experience supporting contractor or contingent workforce programs.
• Experience with recruiting coordination or talent operations.
• Familiarity with HRIS, applicant tracking, project management, contract management, or ticketing systems.
• Advanced spreadsheet skills, including formulas, lookups, pivot tables, data validation, and basic automation.
• Experience with AI companies or technology startups.
• Experience documenting and improving operational workflows.
• Experience managing digital files, contracts, personnel documentation, or administrative records.

What Success Looks Like

Within your first few months, you’ll:

• Become a trusted operational partner across People, Operations, Finance, and Leadership.
• Keep contractor and candidate communications timely, organized, and responsive.
• Maintain accurate and organized personnel files, contracts, and operational documentation.
• Keep project trackers, spreadsheets, and dashboards accurate and up to date.
• Ensure contractors and employees receive timely onboarding support and system access.
• Improve the organization of operational files, workflows, and documentation.
• Help migrate files from SharePoint to an intuitive and scalable Google Drive structure.
• Maintain clear visibility into outstanding agreements, signatures, renewals, and expirations.
• Identify opportunities to automate manual work and improve operational efficiency.
• Help build scalable operational systems that support mpathic’s continued growth.

This is an excellent opportunity for someone who loves creating structure, enjoys solving operational challenges, and wants broad exposure across operations, recruiting, people administration, finance, and business operations while helping build a rapidly growing company.