Milpitas, CAOnsiteFull TimePosted 20 days agoVisa sponsorship available
92%
Skills
85%
Experience
78%
Domain
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Required skills
moves with urgency
follows through
close loops
autonomy
anticipate problems
limited direction
adaptable
resourceful
shifting priorities
discreet
Nice to have
startup
technology company
engineering workplace
Role summary
RoboForce, an AI robotics company, seeks an Office & Workplace Administrator to manage daily office operations including supplies, meeting rooms, vendors, visitors, meals, and events. This role involves ensuring meeting rooms are functional, coordinating shipping/receiving, managing office consumables, stocking the pantry, organizing catering and events, and overseeing facilities services like janitorial and maintenance. The administrator will act as a point of contact for service providers, manage visitor access, and ensure consistent standards across multiple locations. The position requires proactive problem-solving, tracking expenses, and recommending operational improvements. A minimum of 2 years of experience in a related support role is required, along with strong organizational skills, autonomy, and adaptability.
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.
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.
Responsibilities may require extended periods of sitting, standing, and walking; occasional bending, reaching, and crouching; and moving supplies, deliveries, and equipment.
The role may involve occasionally lifting and carrying items weighing up to 30 pounds.
Essential job functions may be performed with or without reasonable accommodation.
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
Ready to apply?
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