Vapi

Office Manager

Vapi

full-time

Posted on:

Location Type: Hybrid

Location: San Francisco • California • United States

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Salary

💰 $85,000 - $100,000 per year

About the role

  • 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
  • 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 grows and headcount increases
  • Manage office access systems, seating charts, and hardware ownership tracking
  • Coordinate laptop provisioning, resets, and off-boarding logistics in partnership with IT
  • Ensure meeting rooms, AV systems, and conferencing tools are always operational
  • Conduct routine office and IT health checks to catch issues before they escalate
  • Serve as the on-site host for guests, candidates, executives, and partners
  • Support onboarding by preparing desks, access, and office readiness for new hires
  • Partner with internal teams to support events, all-hands meetings, and team gatherings
  • Help shape an office environment that reflects Vapi's culture: high-energy, organized, and thoughtful
  • Own end-to-end logistics for company events including field sales events, team social gatherings, recruiting events, and office celebrations
  • Coordinate venue sourcing, catering, budget management, and vendor coordination for events of varying sizes
  • Partner with Sales, Recruiting, and People teams to understand event objectives and execute accordingly
  • Manage event timelines, RSVPs, and post-event follow-up and feedback collection
  • Build relationships with local venues, caterers, and event vendors to ensure quality and efficiency
  • Track event spending and identify opportunities to optimize costs while maintaining experience quality
  • Audit existing office processes and clean up outdated or ad-hoc workflows
  • Create, update, and maintain SOPs that reflect how work actually gets done
  • Build scalable systems that reduce friction as the company continues to grow
  • Think proactively about what the office needs next, not just what it needs today

Requirements

  • 5+ years of experience managing office operations in a tech or startup environment
  • Proven experience working directly with vendors, contractors, and building management
  • Strong operational instincts — you notice what’s broken, missing, or inefficient and fix it
  • Ability to think beyond assigned tasks and take ownership of problems end-to-end
  • Comfortable working in a fast-paced, high-growth startup with constant change
  • Highly organized, detail-oriented, and capable of juggling multiple priorities at once
  • Clear communicator who can confidently represent Vapi internally and externally
  • Hands-on, proactive, and willing to roll up your sleeves when needed
Benefits
  • Comprehensive health coverage: medical, dental, and vision plans
  • Flexible time off: take what you need
  • Catered meals
  • Transportation
  • Gym benefits
  • $10k annual L&D budget
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office operations managementvendor managementbudget managementinventory trackingevent logisticsSOP creationworkflow optimizationIT health checksaccess systems managementcontractor coordination
Soft Skills
organizational skillscommunication skillsproblem-solvingproactive mindsetattention to detailmultitaskingrelationship buildingownership mentalityadaptabilityteam collaboration