Office Manager

VAPI (/ˈVⱭːPI/):

- We’re creating the shift to voice as humanity’s default interface

- We’re the most configurable platform for deploying voice agents

- We’ve grown to over 700k developers in two years, adding 2,000+ every day

- Try talking to Vapi now! https://vapi.ai/

WHY WE’RE HIRING THIS ROLE:

- We’re looking for an experienced Office Manager to own and elevate our physical workplace operations as we continue to grow. This role goes beyond day-to-day office upkeep. It requires someone who can formalize processes, improve systems, anticipate needs, and adapt quickly in a fast-paced startup environment.

- You’ll be the central point of contact for vendors, facilities, office systems, and on-site operations, while also acting as a strategic partner to Operations and Leadership as the company scales. This role is ideal for someone who is comfortable with ambiguity, thrives in constant change, and naturally thinks beyond what’s written in a job description.

WHAT YOU’LL DO:

- Office Operations & Environment

- Own the day-to-day health, organization, and functionality of the office across 2 floors

- Manage office vendors and recurring services (food, supplies, facilities, cleaning, etc.)

- Track inventory, ordering cadences, and budgets to prevent shortages and overspend

- Ensure the office is consistently welcoming, organized, and ready for employees, guests, and leadership

- Identify inefficiencies in current workflows and proactively improve them

- Facilities, Vendors & Building Management

- Act as the primary point of contact for all vendors and building management

- Coordinate COIs, liability forms, access requirements, and maintenance requests

- Lead vendor negotiations, including bulk pricing opportunities and service optimizations

- Oversee office improvements and light build-outs in partnership with contractors and designers

- Anticipate future office needs as the company...