Office Administrator

About Abaka AI

Abaka AI is built on one mission: to be the world’s most trusted data partner for AI companies. More than 1,000 industry leaders across Generative AI, Embodied AI, and Automotive AI rely on us to power their data pipelines. With our headquarters in Silicon Valley—and teams in Paris, Singapore, and Tokyo—we support global partners with fast, reliable, and scalable data solutions.

Our offerings include a diverse catalog of off-the-shelf datasets (image, video, multimodal, reasoning, 3D, and beyond) as well as comprehensive data collection and annotation services. Whether teams need raw data, curated datasets, or full-cycle data engineering, Abaka AI provides the foundation for building high-performance AI systems.

About the Role

We are looking for an Office Administrator to oversee the day-to-day operations of our Mountain View office and create a welcoming, organized, and well-maintained workplace for our employees and visitors.

This person will serve as the primary point of contact for all office maintenance and facilities-related matters, including repairs, cleaning, supplies, equipment, building access, and vendor coordination. You will also manage the front desk, welcome visitors and candidates, receive deliveries, and support general administrative needs across the company.

This is a hands-on, onsite role for someone who is highly dependable, detail-oriented, and comfortable taking ownership of issues from identification through resolution. The ideal candidate notices what needs attention, responds quickly, and continuously looks for ways to improve the office experience.

Responsibilities

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Manage all office maintenance and facilities-related needs, including repairs, cleaning, utilities, furniture, appliances, internet, security systems, and other workplace infrastructure.

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Conduct regular office walkthroughs to identify maintenance, cleanliness, safety, or supply issues before they escalate.

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Coordinate with property management, contractors, cleaners, and external service providers to resolve office issues promptly.

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Manage vendor relationships, service schedules, contracts, invoices, and related documentation.

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Maintain an organized, clean, safe, and functional office environment.

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Monitor office equipment and coordinate repairs, replacements, or upgrades when needed.

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Maintain emergency supplies and support workplace safety, security, and facilities procedures.

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Manage the front desk and serve as the first point of contact for visitors, candidates, vendors, deliveries, and employees.

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Welcome and direct guests while maintaining a professional and hospitable office environment.

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Receive, organize, and distribute mail, packages, food deliveries, and other shipments.

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Manage building access, visitor procedures, office keys, badges, and related records.

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Maintain conference rooms, shared workspaces, kitchens, and other common areas.

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Monitor and replenish office supplies, snacks, beverages, kitchen items, and other workplace necessities.

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Coordinate conference room scheduling and support meeting setup when needed.

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Support internal events, team lunches, celebrations, and other office activities.

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Support employee onboarding and offboarding by preparing workspaces, coordinating office access, and ensuring required equipment and supplies are available.

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Track office expenses, invoices, receipts, inventory, and vendor documentation.

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Assist the HR and Operations teams with administrative projects and employee requests.

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Maintain accurate office records, contact lists, procedures, and vendor information.

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Communicate office updates, maintenance notices, and workplace procedures to employees.

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Respond to unexpected office needs with urgency, sound judgment, and a solutions-oriented approach.

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Recommend and implement improvements to office operations, space utilization, and the overall employee experience.

Minimum Qualifications

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1 – 3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations, or a related role.

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Professional fluency in written and spoken English.

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Strong organizational skills and attention to detail.

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Ability to manage multiple priorities and follow tasks through to completion.

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Proactive and resourceful approach to identifying and resolving problems.

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Strong written and verbal communication skills.

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Professional, friendly, and service-oriented when interacting with employees, candidates, visitors, and vendors.

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Ability to exercise discretion when handling confidential or sensitive information.

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Comfortable using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.

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Ability to work onsite five days per week at our Mountain View office.

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Ability to occasionally lift, move, or organize office supplies and equipment.

Preferred Qualifications

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Experience supporting a fast-growing startup or technology company.

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Experience managing office repairs, maintenance schedules, vendor relationships, and service contracts.

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Experience supporting employee onboarding, internal events, or basic HR administration.

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Familiarity with workplace safety, building access, security, and emergency procedures.

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Experience tracking office budgets, expenses, inventory, and invoices.

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Familiarity with IT equipment setup or basic office technology troubleshooting.

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Proficiency in additional languages is a plus.

Compensation & Benefits

The base salary range for this position is $70,000 – $90,000 USD annually.

Compensation may vary within this range depending on a number of factors, including a candidate’s qualifications, skills, competencies, and experience. Base pay is one part of the Total Package that is provided to compensate and recognize employees for their work at Abaka AI. This role is eligible for equity, as well as a comprehensive benefits package (health, dental, vision, PTO, flexible work schedule).