Office & Workplace Administrator

RoboForce

Milpitas, CA

Career-pivot friendly

Who this role is best for

Strong fit for candidates with experience in fast-growing tech environments who manage cross-functional operations and maintain autonomy in decision-making.

Best fit for

Candidates with experience in startup or engineering workplaces who take initiative in shaping office operations
— “Experience supporting a startup, technology company, or engineering workplace.”
Individuals who excel in managing service providers and resolving issues independently
— “the day-to-day point of contact for service providers, follow issues through to resolution, and escalate anything needing a decision or new spend.”
Candidates who have managed office supplies, events, and pantry operations with budget constraints
— “working within the weekly budget.”

Things to consider

Requires in-office presence for five days per week, with occasional event support outside regular hours
— “Requires five days per week of in-office collaboration with the team.”
Role involves travel between locations as the company expands, which may require flexibility and mobility
— “Keep standards, supplies, and service consistent across our offices as the company expands, and travel between sites as needed.”

How to stand out

Highlight experience with collaborative tools like Lark and shared document systems in your resume and interview
— “We run on Lark; prior experience with it is a plus, not a requirement.”
Showcase instances where you identified and resolved operational gaps in previous roles
— “Own what has no owner: Spot operational gaps, solve them proactively, and take ownership of the tasks that fall between roles.”
Emphasize your ability to manage multiple priorities and deliver consistent results with minimal oversight
— “You are comfortable with shifting priorities and with work that does not fit neatly into a job description.”
Demonstrate your track record of maintaining purchasing records and identifying cost inefficiencies
— “Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend fixes for recurring workplace issues.”

Pace · SteadyCollaboration · LowAutonomy · HighDecision Impact · Individual

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

manage office operations
coordinate events
maintain facilities

Typical background

office administrationevent coordination

Skills & requirements

Required

Office-administrationEvent-coordinationFacilities-managementVendor-management

Preferred

Budget-managementProject-management

Stack & domain

OrganizationResourcefulnessJudgmentAutonomyAdaptabilityDiscretionTrustworthinessStrong OrganizationAttention To DetailService-oriented ApproachProfessional CommunicationComfort With Collaborative Tools

About the role

Original posting from RoboForce via Greenhouse

Why RoboForce
RoboForce is an AI robotics company developing Physical AI–powered Robo-Labor for dull, dirty, and dangerous work. The company’s robots are engineered for demanding industrial environments, with a focus on real-world deployment and scalability.
We are looking for an organized, resourceful Office & Workplace Administrator to own day-to-day office administration — supplies, meeting rooms, vendors, visitors, meals, and company events — with real ownership from day one and the autonomy to decide how it runs. As we grow into new locations, the workplace you shape here is the one that travels with us.
Responsibilities
Meeting rooms: Keep every room bookable and ready — setup standards and upkeep — AV checked and working, rooms reset between sessions, and booking conflicts resolved before they reach the calendar.
Shipping and receiving: Handle inbound deliveries, mail, and packages, and coordinate outgoing shipments. Receive, check, and distribute bulk orders and equipment.
Office supplies and stationery: Order, stock, and track stationery, printing, and general office consumables so nothing runs out mid-week.
Snacks and pantry: Keep the pantry stocked and presentable — selection, ordering, and rotation, working within the weekly budget.
Meals and events: Coordinate catering, team meals, celebrations, offsites, and company events within approved budgets.
Facilities — hard and soft services: Coordinate janitorial, waste, pest control, and landscaping alongside maintenance, repairs, HVAC, and building systems. Act as the day-to-day point of contact for service providers, follow issues through to resolution, and escalate anything needing a decision or new spend.
Visitors and front of house: Welcome guests, coordinate access and badges, prepare visitor spaces, and reset them afterward.
Support multiple locations: Keep standards, supplies, and service consistent across our offices as the company expands, and travel between sites as needed.
Own what has no owner: Spot operational gaps, solve them proactively, and take ownership of the tasks that fall between roles.
Track spending and improve operations: Maintain purchasing records, receipts, invoices, and trackers; flag unexpected costs and recommend fixes for recurring workplace issues.
Requirements
2+ years of experience in office administration, workplace coordination, hospitality, or a related support role.
Moves with urgency and follows through. You close loops without being chased, and people trust that what you take on gets done.
Strong judgment and autonomy. You make sensible calls on your own, anticipate problems early, and figure things out with limited direction.
Adaptable and resourceful. You are comfortable with shifting priorities and with work that does not fit neatly into a job description.
Discreet and trustworthy. You handle confidential information, company purchases, and office access with consistently sound judgment.
Strong organization and attention to detail, with the ability to manage daily routines alongside urgent requests.
A service-oriented approach and professional communication with employees, guests, and vendors.
Experience ordering supplies, coordinating service providers, or supporting meetings and events.
Comfort with collaborative tools — calendars, spreadsheets, and shared documents — and the ability to pick up new systems quickly. We run on Lark; prior experience with it is a plus, not a requirement.
A hands-on approach, reliable follow-through, and the ability to work independently.
Availability to work onsite and support occasional events outside regular office hours with advance coordination.
Requires five days per week of in-office collaboration with the team.
Bonus Qualifications
Experience supporting a startup, technology company, or engineering workplace.
Familiarity with purchase orders, invoice tracking, and basic expense reporting.
Experience with meeting room technology and visitor management systems.
Experience improving office processes as a team grows.
Benefits
Health, dental, and vision insurance, 401(k) plan.
Lunches and dinners, a fully stocked kitchen, and regular team-building events.
Compensation: $30–$40/hr

Source: RoboForce careers (Greenhouse)