People & Workplace Operations CoordinatorGC AI • San Mateo, California, United States
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People & Workplace Operations Coordinator
GC AI
- San Mateo, California, United States
- San Mateo, California, United States
Über
This role is based out of our San Mateo, CA office. Team members within approximately 50 miles of the office operate on a hybrid schedule (Tuesday, Wednesday, Thursday in office). Given the nature of this role, on-site presence beyond the hybrid schedule may be needed to support office operations, vendor coordination, and employee experience moments.
The Opportunity
We are looking for someone who can own two things at once: the operational backbone of People Ops and the physical environment where our team does its best work. As GC AI scales, this role ensures that our people processes run with precision and our workplace runs without friction, so the team can stay focused on building.
You'll report to the Director of People Ops and partner cross-functionally with Engineering, IT, Finance, Legal, and external vendors (building management, contractors, security, A/V, furniture, catering, and more). There is no narrow lane: the mandate is to own the day-to-day people and workplace outcomes end-to-end and continuously improve how we operate as we grow.
Success in this role looks like an office that "just works," employees who feel supported from day one, and systems that scale without becoming bureaucratic.
Key Responsibilities
People Operations
- Maintain accurate and up-to-date employee records within HRIS and personnel files, ensuring data integrity, organization, and compliance with company policies.
- Administer and monitor Form I-9 employment eligibility verifications, ensuring timely completion, accurate documentation, and adherence to federal regulations.
- Support new hire onboarding by preparing required documentation, coordinating system access setup, and scheduling orientation sessions.
- Partner with People Operations, IT, and hiring managers to deliver a welcoming and well-coordinated first-day experience for new employees.
- Assist with off-boarding processes, including documentation collection, system access updates, and coordination of exit procedures.
- Manage sensitive employee information with the highest level of discretion, ensuring strict confidentiality at all times.
- Proactively identify and implement workflow improvements, leveraging AI and other tools to automate backend processes.
Workplace Operations
- Own day-to-day office operations: facilities issues, supplies, conference rooms, mail,
- visitors, on-site support, desk assignments and shared space guidelines.
- Build and manage the vendor ecosystem (janitorial, security, access control, furniture,
- catering, repairs, IT/AV partners), including sourcing, negotiating, and performance
- management.
- Create scalable workplace systems and processes (ticketing/intake, procurement
- workflows, inventory, onboarding checklists, documentation, office norms) that reduce
- interruptions and increase reliability.
- Manage workplace budgets and planning: track spend, identify cost-saving
- opportunities, and make high-ROI investment recommendations that improve the
- employee experience.
Employee Experience & Safety
- Partner with People Ops on holistic employee experience, including onboarding moments, in-office rituals, events, and programming that reinforces belonging and connection while protecting focused work time.
- Drive health, safety, and preparedness basics, including emergency planning, incident response readiness, first aid supplies, ergonomics, and safety guidelines appropriate for our work environment.
- Provide administrative support for employee engagement initiatives and related programs.
- Act as the "quiet operator" behind a great office: anticipate issues before they happen and ensure employees can stay focused on mission-critical work.
Qualifications
- 2-4 years of experience in People operations, office management, workplace operations, or a combined role, ideally in a fast-moving startup environment.
- Strong organizational and project coordination skills, with a track record of delivering complex, deadline-driven work.
- Operational rigor and attention to detail: you notice what's broken, fix it quickly, and prevent repeats.
- Vendor and budget fluency, including negotiating, managing contracts, and making practical tradeoffs.
- High EQ and service mindset, paired with strong boundaries and prioritization instincts (helpful, responsive, and able to protect team focus).
- Excellent written and verbal communication skills, especially for coordinating across stakeholders and setting clear expectations.
- Comfort with ambiguity and building structure, including creating processes that scale without becoming bureaucratic.
- Proficiency with HRIS platforms and a willingness to leverage AI tools to improve workflows.
- Bachelor's degree or equivalent.
Bonus Points
- Led or supported an office move (planning, vendors, comms, execution, post-move stabilization).
- Experience scaling a workplace from early-stage (
Sprachkenntnisse
- English
Hinweis für Nutzer
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