Operations Coordinator - San Francisco, CA (SF Bay Area)

The HR Manager LLC; San Francisco (CA); On-site; USD 85,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

401K

Job summary

High-Profile Creative & Brand Organization in San Francisco, CA is seeking an Operations Coordinator to manage day-to-day office operations, vendor relationships, and administrative tasks alongside leadership. The role is full-time and in-office, with a focus on organizing systems and improving processes to support a high-performing operations team.

The successful candidate will be highly organized, proactive, and able to thrive in a fast-paced environment, coordinating travel, events, budgeting

Qualifications

• 2-4 years of experience in operations, office coordination, or a comparable administrative role; Bachelor’s degree preferred.
• Exceptional organizational and multitasking skills with meticulous attention to detail and ability to manage competing priorities.
• Highly self-directed with initiative and the ability to work independently in a fast-paced environment.

Responsibilities

• Organize day-to-day office operations and procedures, including supply requisitions, mail/shipping, deliveries, and inventory management.
• Serve as the primary contact for office maintenance, equipment, and facilities-related issues, coordinating with building management and external service providers.
• Manage relationships with office vendors and service providers to ensure reliable, high-quality, cost-efficient service.
• Plan and implement office systems, layouts, and equipment procurement to optimize efficiency and support a productive work environment.
• Coordinate office guests and meetings, including setup, catering, and on-site coordination.
• Support logistics for internal meetings and events and maintain trackers and systems for visibility across operations.

Skills

Organizational skills

Multitasking

Self-directed

Communication

Problem-solving

Attention to detail

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Asana

Ramp

Job description

Operations Coordinator - San Francisco, CA (SF Bay Area)

High-Profile Creative & Brand Organization — San Francisco, CA

Our client, a high-profile creative and brand organization, is seeking an Operations Coordinator to provide day-to-day operational and administrative support that keeps the company running smoothly, working closely with the Director of Business Operations and the Executive Operations Lead. Roughly half of the role is dedicated to hands‑on office and facilities management, and the other half to supporting the broader operations functions.

Because this role sits at the center of daily operations and works closely with leadership who are not always on‑site, the ideal candidate is highly organized, self‑directed, and detail‑oriented, with the initiative to anticipate needs and move work forward independently. This is a full‑time, in‑office position. Success means building trust over time, maintaining accurate systems and records, and freeing up the broader operations team to focus on higher‑level strategic work.

Key Responsibilities

Includes but is not limited to:

Office & Facilities Management

• Organize day‑to‑day office operations and procedures, including supply requisitions, mail and shipping, deliveries, and inventory management.
• Serve as the primary point of contact for office maintenance, equipment, and facilities‑related issues, coordinating solutions with building management and external service providers.
• Manage relationships with office vendors and service providers, ensuring reliable, high‑quality, and cost‑efficient service.
• Plan and implement office systems, layouts, and equipment procurement to optimize efficiency and support a productive work environment.
• Act as the point person for office guests, coordinating a warm and welcoming experience for meetings, leadership visits, and team gatherings.
• Support logistics for internal meetings and events, including setup, catering, and on‑site coordination.
• Establish and maintain trackers and systems to keep office operations organized and running smoothly, ensuring visibility and reliable follow‑through.

Operations & Administrative Support

• Provide operational and administrative support to the Director of Business Operations and Executive Operations Lead across a broad range of recurring and ad hoc tasks.
• Build, maintain and improve project boards, timelines, trackers, systems, workflows and documentation across a range of operational processes to ensure progress visibility across operations initiatives.
• Keep records organized and current.

Finance & Expense Support

• Support financial processes, including expense reconciliation and receipt matching in Ramp.
• Support broader budgeting, reporting, and record‑keeping in partnership with the operations and accounting teams, as directed.

Travel Coordination

• Help improve and organize the travel request process for improved tracking and visibility.
• Assist with reconciling travel expenses and preparing related spend reports.
• Serve as a back‑up to the company’s Travel Specialist, providing support during high‑volume periods or when she is unavailable.

Special Projects & Current Initiatives

• Play a key role in the company’s planned office relocation (targeted for late 2026), supporting logistics, vendor coordination, and setup of the new space.
• Support the company’s migration from Microsoft to Google Workspace, assisting with rollout and transition tasks as needed.

Qualifications

• 2-4 years of experience in operations, office coordination, or a comparable administrative role, ideally in a fast‑paced or small‑company environment; Bachelor’s degree in Business Administration or a related field preferred.
• Exceptional organizational and multitasking skills, with meticulous attention to detail and a track record of managing competing priorities.
• Highly self‑directed, with strong initiative and the ability to work independently in a fast‑paced environment and take ownership with limited day‑to‑day oversight.
• Strong problem‑solving skills and a proactive, ownership‑driven attitude.
• Excellent communication and interpersonal skills, with the ability to build trust across teams and with external vendors.
• Proficiency in Microsoft Office Suite and Google Workspace; familiarity with tools such as Asana, Ramp, or similar platforms is a plus.
• Comfort working with numbers and financial data, with an interest in developing bookkeeping and expense‑management skills over time.
• Demonstrated discretion and sound judgment in handling sensitive and confidential information.
• Previous experience in event planning, vendor management, or travel coordination is a plus.

Physical Requirements

• Sit for long periods of time and use a computer.
• Climb stairs.
• Lift, move, and carry up to 50 lbs.

Compensation

$85,000-$90,000 annual salary + benefits (medical, dental, vision, generous paid time off, 401K)

This is a non‑management position. This is a full‑time position.