Office & Recruiting Ops Manager

What You’ll Do

30 Day:

• Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls
• Own interview scheduling end-to-end across time zones
• Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages
• Step in as on-site host for guests, candidates, and execs
• Map existing office and recruiting workflows and flag what's broken or ad-hoc

60 Day:

• Become the primary contact for all vendors and building management (COIs, access, maintenance)
• Run the full candidate logistics experience — confirmations, prep, travel, day-of hosting — and keep loops moving (debriefs, feedback, stalled-pipeline flags)
• Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV
• Start rebuilding the weak workflows you mapped and writing SOPs
• Support offer logistics and the handoff into onboarding

90 Day:

• Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs
• Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs
• Run light recruiting ops as volume demands
• Own problems end-to-end and proactively surface what the office and hiring process need next

Who You Are

• 4+ years across office operations and/or recruiting coordination in a tech or startup environment
• Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar) and high-volume interview scheduling
• Proven experience working directly with vendors, contractors, and building management
• Strong operational instincts — you notice what's broken, missing, or inefficient and fix it
• Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything
• Discreet and trustworthy with confidential candidate and compensation information
• Comfortable in a fast-paced, high-growth startup with constant change
• Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike
• Hands-on, proactive, and willing to roll up your sleeves

What We Offer

• Real stake: competitive salary and excellent equity ownership
• Comprehensive health coverage: medical, dental, and vision plans
• Team love: quarterly off-sites
• Flexible time off
• Catered meals, transportation, gym, and a $10k annual L&D budget