Office & Recruiting Ops Manager
Own office operations and recruiting coordination for a fast-growing voice AI startup. Manage facilities, vendors, interview logistics, and ATS workflows in a hybrid San Francisco role.
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
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