Workplace Operations Coordinator

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

The Institute of Foundation Models is seeking a highly organized Workplace Operations Coordinator to keep daily operations running smoothly. You will manage office relocation, vendor coordination, onboarding logistics, and basic accounting tasks while protecting confidential information and supporting a positive team culture.

Join a collaborative research environment focused on cutting-edge AI infrastructure and scalable office operations, with a strong emphasis on efficiency and reliability.

Qualifications

• Bachelor’s degree in business, admin or related field preferred.
• Minimum of 5 years of office/administrative experience.
• Strong organizational and communication skills; attention to detail.

Responsibilities

• Coordinate office relocation with the operations team, manage equipment inventory and on-site logistics.
• Assist in the new office space setup, including common areas and workstations.
• Support employee transitions with badges and directions to new amenities.
• Maintain expanded office footprint with regular walkthroughs for maintenance and supplies.
• Coordinate vendor scheduling and on-site visits as primary contact.
• Stock kitchen and office supplies to ensure smooth daily operations.
• Keep kitchen and shared spaces organized and 'office-ready'.
• Track recurring operational tasks and assist with facilities needs.
• Manage inbound mail and high-volume deliveries; prepare conference rooms and AV.

Skills

Organizational skills

Communication

Attention to detail

Cross-functional collaboration

Education

Bachelor's degree in business/administration or related

Tools

Zoom

Microsoft Teams

Slack

Microsoft Excel

Office Suite

Job description

About the Institute of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team,you’llhave the opportunity to work on the core ofcutting-edgefoundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development.You willparticipateinthe development of groundbreaking AI solutions that have the potential to reshape entire industries.Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub forhigh-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AIpioneers.

PositionSummary

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture.

Key Responsibilities

Office Expansion & Relocation Support

• Move Coordination: Support the Operationsteamin the execution of the office relocation,assistingwith equipment inventory, vendor scheduling, and on-sitelogistics.
• Space Setup:Assistin the physical setup of the new, larger office, including the organization ofcommon areas, storage solutions, and workstations to ensure the space is “day-one” ready.
• Employee Transition: Act as a resource for the team during the move, helping to distribute new access badges, providing directions to new amenities, andassistingwith desk transitions.
• Expansion Maintenance: Help maintain the increased footprint of the new office by conducting regular walkthroughs to identify maintenance needs or supply shortages.

Office & Vendor Support

• Vendor Liaison: Coordinate scheduling and building access for service vendors and deliveries; serve as the primary on-site point of contact for routine vendor visits.
• Inventory & Restocking:Maintainproactive stocking of kitchen supplies (snacks, beverages, coffee) and office essentials (printer paper, toner, stationery) to ensure seamless daily operations.
• Space Upkeep:Maintainthe organization and “office-ready” aesthetic of the kitchen, supply areas, and all shared collaborative spaces.
• Task Tracking: Track recurring operational tasks (e.g., plant watering, water delivery, shredding services.
• Facility Assistance: Directlyassistwith facilities-related needs and ergonomic workspace setups for new and existing staff.

Administrative & Operations Support

• Logistics& Mail: Manage incoming mail and package distribution, including high-volume deliveries associated with the new office setup.
• Meeting Readiness: Support conference room readiness and meetinglogistics(AV checks, catering setup, and room resets).
• Onboarding Prep:Assistwith onboarding preparation, including physical workspace setup, supply kits, andaccesscoordination for new hires.
• Financial Tracking: Maintain basic tracking of inventory costs and recurring operational expenses to support the budget.
• Compliance:Maintainfull compliance by ensuring General Liability Insurance (GLI) is current and meticulouslyarchivingCertificates of Insurance (COIs) from all vendors.

Financial & Accounting Support

• Transaction Processing: Manage daily financial transactions, including processing payments and tracking expenses.

AcademicQualifications

• Education:Abachelor’s degree in business,Adminor a related field is preferred.

ProfessionalExperience

• Minimum of 5 years of experience in an office and administrative role.
• Proven experience with basic accounting tasks, invoicing, and expense management.

Preferred Skills

• Exceptional organizational skills anda high levelof attention to detail.
• Strong written and verbal communication skills.
• Proficiencywith communication and collaboration tools such asZoom, Microsoft Teams, and Slack.
• Proficiencywith financial software, Microsoft Office Suite (especially Excel), and project management tools.
• A proactive and resourceful mindset with the ability to manage multiple priorities.
• A natural collaborator who enjoys building a positiveteamculture.