Office Coordinator (Contract)

ABOUT xAI

xAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All employees are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.

ABOUT THE ROLE:

We are seeking a dynamic Office Coordinator to join our team. This role is pivotal in ensuring our office environment supports productivity, creativity, and collaboration. You will be the backbone of our daily operations, managing everything from office logistics to event coordination, ensuring that our workplace is efficient, welcoming, and reflective of our company culture. 

In this role, a significant focus will be on managing food and beverage contracts to deliver an exceptional daily experience for our employees. The Office Coordinator will serve as the primary point of contact for catering partners and vendors, overseeing meal programs, event catering, food setups, and break room amenities. The ideal candidate will have a strong appreciation for quality food service, catering operations, and thoughtful presentation, with an eye for detail that elevates the employee experience. This person will actively gather and incorporate direct feedback on our new food program, collaborate cross-functionally to iterate on offerings, and drive enhancements to break room snacks, coffee stations, and overall beverage selections to ensure they consistently meet the team's preferences and needs.

RESPONSIBILITIES:

• Oversee the daily operations of the office, including maintenance, security, and supplies. ● Manage office budget, expenses, and vendor relationships. 

• Implement and maintain office policies and procedures. 

• Organize internal and external company events and meetings. 

• Coordinate with external vendors for catering, equipment, and/or other event needs. ● Ensure the office is clean, safe, and well-maintained. 

• Manage relationships with property management and coordinate any necessary repairs or improvements. 

• Assist with onboarding processes for new hires. 

• Manage mail and shipping logistics 

BASIC QUALIFICATIONS:

• Proven experience as an office manager, administrator, or similar role; experience in tech environments is a plus. 

• Excellent communication and interpersonal skills. 

• Strong organizational and multitasking abilities with an exceptional attention to detail.

• Strong sense of ownership, optimism, and enthusiasm for tackling complex challenges in a fast-paced environment.

ITAR REQUIREMENTS:

• To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here.

xAI is an equal opportunity employer. For details on data processing, view our Recruitment Privacy Notice.