Workplace Specialist

GC AI; California (MO); On-site; USD 97,000 - 125,000; Full time

Job summary

GC AI is seeking a Workplace Specialist to own the day-to-day operation of our San Mateo office. You are the go-to person for facilities, a hands-on role with high ownership and pride in a well-run workplace.

You will manage vendors, budgets, onboarding logistics, events, and onsite logistics for new hires, while ensuring a safe, welcoming in-person environment as GC AI grows its hub model with regular in-person time and occasional travel.

Qualifications

• 3–5+ years in office management, workplace, facilities, or a related operations role.
• Based within commuting distance of San Mateo and able to work fully onsite Mon–Fri.
• Highly organized and detail-oriented; you notice the empty snack bin and the flickering light before anyone else and take action.
• Strong communicator who works well with vendors, employees, and leadership.
• Comfortable owning a budget and negotiating with vendors.
• Proactive and resourceful; you solve problems without being asked.
• Experience at a startup or fast-growing company is a plus.

Responsibilities

• Own the full operation of the San Mateo office: cleanliness, supplies, kitchen and snacks, equipment, and general upkeep.
• Manage relationships with the building manager, cleaning crews, and facilities vendors.
• Serve as the primary point of contact for maintenance and repairs.
• Keep the space safe, compliant, and functional.
• Source, negotiate, and manage vendors and track spend against the workplace budget.
• Process office-related invoices and expenses in partnership with Finance.
• Create a welcoming, energizing in-office environment that reinforces our in-person culture.
• Plan and run office events, team lunches and celebrations.
• Manage onsite logistics for new hires (desk setup, equipment, welcome experience) in partnership with People Operations and IT.
• Coordinate onsite logistics for visitors, candidates, and guests.
• Manage mail, shipping, and deliveries.
• Support space planning and seating as the team grows.
• Partner with People Ops on health, safety, and workplace policies.
• Manage onsite swag inventory in partnership with Marketing, People Ops and Executive Ops teams.

Skills

Office management

Communication

Budget management

Problem solving

Startup experience

Job description

GC AI is the fastest-growing and most trusted legal AI platform for in-house legal teams. We're building the future of legal work, and we're doing it fast. You'll join at a pivotal moment—when decisions matter, impact is immediate, and the runway to shape your career is wide open. We’re a high-performing team where you'll have real ownership and influence from day one.

More than 1,800 companies use GC AI to drive their business forward, including 150+ public companies, 25+ unicorns, and brands such as News Corp, Miro, Bass Pro Shops, Snyk, Skims, Liquid Death, Vercel, Zscaler, and TIME.

We've 10x'd revenue in 12 months, raised a $60 million Series B ($555 million valuation), and are growing faster than ever. We are backed by incredible investors, including Scale Venture Partners, Northzone, Sound Ventures, and Guillermo Rauch, CEO of Vercel.

If you thrive when the stakes are high and the path isn't paved, you'll love it here. Our six guiding principles are: 1% better every day, customer obsession, ship today, find a way, care deeply, and own it completely. Come shape the future of legal work with us.

About The Role

We are looking for a Workplace Specialist to own the day-to-day operation of our San Mateo office. You are the person who makes the office run. This is a hands-on, high-ownership role for someone who takes pride in a well-run workplace and thrives on being the go-to person in the office.

What You'll Do

Office & Facilities Management

• Own the full operation of the San Mateo office: cleanliness, supplies, kitchen and snacks, equipment, and general upkeep.
• Manage relationships with the building manager, cleaning crews, and facilities vendors.
• Serve as the primary point of contact for maintenance and repairs.
• Keep the space safe, compliant, and functional.

Vendor & Budget Management

• Source, negotiate, and manage vendors and track spend against the workplace budget.
• Process office-related invoices and expenses in partnership with Finance.

Employee Experience

• Create a welcoming, energizing in-office environment that reinforces our in-person culture.
• Plan and run office events, team lunches and celebrations.
• Manage onsite logistics for new hires (desk setup, equipment, welcome experience) in partnership with People Operations and IT.

Operations Support

• Coordinate onsite logistics for visitors, candidates, and guests.
• Manage mail, shipping, and deliveries.
• Support space planning and seating as the team grows.
• Partner with People Ops on health, safety, and workplace policies.
• Manage onsite swag inventory in partnership with Marketing, People Ops and Executive Ops teams.

Required Experience

• 3-5+ years in office management, workplace, facilities, hospitality, or a related operations role
• Based within commuting distance of San Mateo and able to work fully onsite Monday, Tuesday, Wednesday, Thursday and Friday.
• Highly organized and detail-oriented; you notice the empty snack bin and the flickering light before anyone else and take action.
• Strong communicator who works well with vendors, employees, and leadership.
• Comfortable owning a budget and negotiating with vendors.
• Proactive and resourceful; you solve problems without being asked.
• Experience at a startup or fast-growing company is a plus.

This role is based in one of our hub cities. For most of our team, being in a hub is how the distributed model works: it's where we concentrate in-person collaboration, community, and the investment we make in people over time. We strongly prefer candidates already in a GC AI hub metro, and expect regular in-person time - coworking, team meals, and quarterly offsites - plus up to 10% travel.

A Note On Pace

We’re building something new in a once-in-a-generation shift in technology and the legal industry, so we move at a relentless pace. We expect urgency, ownership, and good judgment even when things aren’t perfectly clear. If you need structure and consensus to do your best work, this isn’t the right place for you. If you thrive in ambiguity and growth, work with intensity, and want real responsibility, keep reading. We’re excited to meet you.

How We Work Together

GC AI is a distributed company with team members across North America, and soon Europe. We believe that because our business is AI, human connection matters more, not less. We invest in bringing people together through our hub model: regular coworking sessions, customer dinners, team and company offsites. If you’re in a location without an office, expect up to 10% travel (and more for customer-facing roles).

Team members in the San Francisco Bay Area and Provo, UT (within 50 miles of the office) work together on Tuesdays, Wednesdays, and Thursdays. As we grow, we plan to establish permanent offices in more hub cities, and we will look to our team members to help build that in-person culture. We currently hire across the United States and Canada.

Equal Opportunity Employment

GC AI is an equal opportunity employer that supports workplace diversity and does not discriminate on the basis of race, color, religion, gender identity/expression, national origin, age, military service eligibility, veteran status, sexual orientation, marital status, physical or mental disability, or any other protected class. GC AI is committed to working with and providing reasonable accommodation to applicants with physical and mental disabilities.

Compensation Range: $97K - $125K