Office Administrator at Abaka AI

<div data-page-id="N4FwdDnnWoBCvbxJTCHln2Rng0e" data-lark-html-role="root" data-docx-has-block-data="false"> <div class="ace-line ace-line old-record-id-VekodImrjoz0LoxmMo5l8sPTgTd"><strong>About Abaka AI</strong></div> <div class="ace-line ace-line old-record-id-HnzCd3E4XobnptxeahylgUK2gjf">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.</div> <div class="ace-line ace-line old-record-id-KRncdKTg0onvdox7PowlyMu3gab">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.</div> <div class="ace-line ace-line old-record-id-E69xdKFt9o5MMox706wlc2eJgAh">&nbsp;</div> <div class="ace-line ace-line old-record-id-YG60do50EohniIxoHlXlZHyngqe"><strong>About the Role</strong></div> <div class="ace-line ace-line old-record-id-OVeldB4EpoBaJIx5ejalTq1Ogbd">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.</div> <div class="ace-line ace-line old-record-id-KdrTdUx4PoIIFTxyYvTldVpTgJg">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.</div> <div class="ace-line ace-line old-record-id-N9FHdfmyIoCQ8Vx1mkql9C4Zg5b">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.</div> <div class="ace-line ace-line old-record-id-DPcXdamLfoN5LPxxA0GloE4cgCs">&nbsp;</div> <div class="ace-line ace-line old-record-id-H7fCd3ua7o1DujxeWeUlAhd6gag"><strong>Responsibilities</strong></div> <ul class="list-bullet1"> <li class="ace-line ace-line old-record-id-MnCGdY5IzoDmwExdF0RlYIwzgId" data-list="bullet"> <div>Manage all office maintenance and facilities-related needs, including repairs, cleaning, utilities, furniture, appliances, internet, security systems, and other workplace infrastructure.</div> </li> <li class="ace-line ace-line old-record-id-Ace5dd3yZoowe7xsps2lkwBmgcg" data-list="bullet"> <div>Conduct regular office walkthroughs to identify maintenance, cleanliness, safety, or supply issues before they escalate.</div> </li> <li class="ace-line ace-line old-record-id-P5hAd81kGoA1Duxh0lMlYbmAg7p" data-list="bullet"> <div>Coordinate with property management, contractors, cleaners, and external service providers to resolve office issues promptly.</div> </li> <li class="ace-line ace-line old-record-id-A4MBddW3gocaaMxhHYmlTAFkgZf" data-list="bullet"> <div>Manage vendor relationships, service schedules, contracts, invoices, and related documentation.</div> </li> <li class="ace-line ace-line old-record-id-N2bRdPqoJoWxdoxUBHgllnRlgwh" data-list="bullet"> <div>Maintain an organized, clean, safe, and functional office environment.</div> </li> <li class="ace-line ace-line old-record-id-KPo2dVyOjo371DxDAX7lOLs2geg" data-list="bullet"> <div>Monitor office equipment and coordinate repairs, replacements, or upgrades when needed.</div> </li> <li class="ace-line ace-line old-record-id-X8sadiYi8o0QGtxamH7l3JMxgvc" data-list="bullet"> <div>Maintain emergency supplies and support workplace safety, security, and facilities procedures.</div> </li> <li class="ace-line ace-line old-record-id-YufydPuSTozshyxIYTsld9Megkg" data-list="bullet"> <div>Manage the front desk and serve as the first point of contact for visitors, candidates, vendors, deliveries, and employees.</div> </li> <li class="ace-line ace-line old-record-id-KDDWd6ardosTqtxH11llDNRkgLe" data-list="bullet"> <div>Welcome and direct guests while maintaining a professional and hospitable office environment.</div> </li> <li class="ace-line ace-line old-record-id-Z2ZudlG3SozLGqxQHyKlLBZggJe" data-list="bullet"> <div>Receive, organize, and distribute mail, packages, food deliveries, and other shipments.</div> </li> <li class="ace-line ace-line old-record-id-DCaCdkyWHojYvExPCNglxUEagsc" data-list="bullet"> <div>Manage building access, visitor procedures, office keys, badges, and related records.</div> </li> <li class="ace-line ace-line old-record-id-GGdSdfKnXokRLbxxzxYlBTcXgjf" data-list="bullet"> <div>Maintain conference rooms, shared workspaces, kitchens, and other common areas.</div> </li> <li class="ace-line ace-line old-record-id-EppRdwHreoqakBxz6eQlc9Tqg6f" data-list="bullet"> <div>Monitor and replenish office supplies, snacks, beverages, kitchen items, and other workplace necessities.</div> </li> <li class="ace-line ace-line old-record-id-G2Xsdl3G7ovx1rxECdXlLNSmgZe" data-list="bullet"> <div>Coordinate conference room scheduling and support meeting setup when needed.</div> </li> <li class="ace-line ace-line old-record-id-CIDqdDZ6qoq2IfxW4BClNu36geb" data-list="bullet"> <div>Support internal events, team lunches, celebrations, and other office activities.</div> </li> <li class="ace-line ace-line old-record-id-XIAvdGNdPo0FjHxR3tklDQWogzw" data-list="bullet"> <div>Support employee onboarding and offboarding by preparing workspaces, coordinating office access, and ensuring required equipment and supplies are available.</div> </li> <li class="ace-line ace-line old-record-id-NiqSdoERloIl7Sx39SwlGLRfgDh" data-list="bullet"> <div>Track office expenses, invoices, receipts, inventory, and vendor documentation.</div> </li> <li class="ace-line ace-line old-record-id-BzJ7dLj7go1nRRx6uFhl3ejYg8g" data-list="bullet"> <div>Assist the HR and Operations teams with administrative projects and employee requests.</div> </li> <li class="ace-line ace-line old-record-id-BcsvdDxOrolTfWxnfBOlhwbjgcf" data-list="bullet"> <div>Maintain accurate office records, contact lists, procedures, and vendor information.</div> </li> <li class="ace-line ace-line old-record-id-AV1hdTPCqo2bLJxbxzEliKwqgDf" data-list="bullet"> <div>Communicate office updates, maintenance notices, and workplace procedures to employees.</div> </li> <li class="ace-line ace-line old-record-id-XWaCdSjwmoP6loxwsxzlyJtjgfc" data-list="bullet"> <div>Respond to unexpected office needs with urgency, sound judgment, and a solutions-oriented approach.</div> </li> <li class="ace-line ace-line old-record-id-L3zGdrlbfom4H3xApO4lcjo8gNg" data-list="bullet"> <div>Recommend and implement improvements to office operations, space utilization, and the overall employee experience.</div> </li> </ul> <div class="ace-line ace-line old-record-id-B2Zxdk6ovo1LsSxnTnZlM7cYg39">&nbsp;</div> <div class="ace-line ace-line old-record-id-PeZNdzgP6oRhAoxfpJQlAEkegNX"><strong>Minimum Qualifications</strong></div> <ul class="list-bullet1"> <li class="ace-line ace-line old-record-id-HbGVdCIyYoYuLsxhfeFlHBSbgmh" data-list="bullet"> <div>1 – 3 years of experience in office administration, front desk operations, facilities coordination, hospitality, workplace operations, or a related role.</div> </li> <li class="ace-line ace-line old-record-id-PBUqdV1Iuoa8yrxWhDUlPbRqg9f" data-list="bullet"> <div>Professional fluency in written and spoken English.</div> </li> <li class="ace-line ace-line old-record-id-IvtEddhWqoQmzBxfbDfl5NmTg5b" data-list="bullet"> <div>Strong organizational skills and attention to detail.</div> </li> <li class="ace-line ace-line old-record-id-IG0Kd4pmboMefqxnQ0dlykovgce" data-list="bullet"> <div>Ability to manage multiple priorities and follow tasks through to completion.</div> </li> <li class="ace-line ace-line old-record-id-Z32tdIDeGoZvsGxcwmplFyungYW" data-list="bullet"> <div>Proactive and resourceful approach to identifying and resolving problems.</div> </li> <li class="ace-line ace-line old-record-id-TA2adYNqdoBsVBxJ62LlYERKgsB" data-list="bullet"> <div>Strong written and verbal communication skills.</div> </li> <li class="ace-line ace-line old-record-id-WYI8d20NdovIX6xz9lhlehEVgrf" data-list="bullet"> <div>Professional, friendly, and service-oriented when interacting with employees, candidates, visitors, and vendors.</div> </li> <li class="ace-line ace-line old-record-id-YgLedC8fRoHCTLxW7kslf0mRguh" data-list="bullet"> <div>Ability to exercise discretion when handling confidential or sensitive information.</div> </li> <li class="ace-line ace-line old-record-id-WqSYdn1cLodch6xDHkelfIxUgqk" data-list="bullet"> <div>Comfortable using Google Workspace, Microsoft Office, Lark, Slack, or similar workplace tools.</div> </li> <li class="ace-line ace-line old-record-id-M0XodzQkwoSvhcxKx7blMkYigkq" data-list="bullet"> <div>Ability to work onsite five days per week at our Mountain View office.</div> </li> <li class="ace-line ace-line old-record-id-ZAc1d6i20oxYkxx52LflXIExgTb" data-list="bullet"> <div>Ability to occasionally lift, move, or organize office supplies and equipment.</div> </li> </ul> <div class="ace-line ace-line old-record-id-Vhg9dtbgoozT1Ix0Ld9lrXOdgah">&nbsp;</div> <div class="ace-line ace-line old-record-id-KGaidLZ6poeKx4xVD4TlRDP8gUb"><strong>Preferred Qualifications</strong></div> <ul class="list-bullet1"> <li class="ace-line ace-line old-record-id-KJdWdXaFhoZmdFx1Fk0l5jn7gDg" data-list="bullet"> <div>Experience supporting a fast-growing startup or technology company.</div> </li> <li class="ace-line ace-line old-record-id-MFG0dzjIeokQ6rxczVnl070GgHf" data-list="bullet"> <div>Experience managing office repairs, maintenance schedules, vendor relationships, and service contracts.</div> </li> <li class="ace-line ace-line old-record-id-RSB1dS5UOo7Pfox1QIulsR2Mgub" data-list="bullet"> <div>Experience supporting employee onboarding, internal events, or basic HR administration.</div> </li> <li class="ace-line ace-line old-record-id-SQXndFo6hosuF3xoURwlutqHgJd" data-list="bullet"> <div>Familiarity with workplace safety, building access, security, and emergency procedures.</div> </li> <li class="ace-line ace-line old-record-id-OmWhdGxm4ohfq9xZCgrlrFyJgKb" data-list="bullet"> <div>Experience tracking office budgets, expenses, inventory, and invoices.</div> </li> <li class="ace-line ace-line old-record-id-HxaxdryU2oQWQuxg3R8lMlDqgOg" data-list="bullet"> <div>Familiarity with IT equipment setup or basic office technology troubleshooting.</div> </li> <li class="ace-line ace-line old-record-id-Lq9udVWi8oryR6xYEAhlaJIigQf" data-list="bullet"> <div>Proficiency in additional languages is a plus.</div> </li> </ul> <div class="ace-line ace-line old-record-id-HB1EdWFRRoYBx1x6PX9lO5xKgpf">&nbsp;</div> <div class="ace-line ace-line old-record-id-XJL2dt2j0oNVibx9QdElSujGguE"><strong>Compensation &amp; Benefits</strong></div> <div class="ace-line ace-line old-record-id-DbNZd6kYaoAxAixoeHzlYoHFgHc">The base salary range for this position is $70,000 – $90,000 USD annually.</div> <div class="ace-line ace-line old-record-id-AwhsdAG58odXP8xs3XplMldJgPf">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).</div> <div class="ace-line ace-line old-record-id-I0U2dVGn6oCB6GxtI0XlCOC6gce">&nbsp;</div> </div>