{"schemaVersion":"jobsearcher.job.v1","id":"5050b77a63c88f9645dde352","url":"https://jobsearcher.com/jobs/5050b77a63c88f9645dde352","canonicalUrl":"https://jobsearcher.com/jobs/5050b77a63c88f9645dde352","title":"Office Manager","description":"Vapi (/ˈVɑːpi/)We’re creating the shift to voice as humanity’s default interfaceWe’re the most configurable platform for deploying voice agentsWe’ve grown to over 700k developers in two years, adding 2,000+ every dayTry talking to Vapi now!Why We’re Hiring This RoleWe’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 DoOffice Operations & EnvironmentOwn the day-to-day health, organization, and functionality of the office across 2 floorsManage office vendors and recurring services (food, supplies, facilities, cleaning, etc.)Track inventory, ordering cadences, and budgets to prevent shortages and overspendEnsure the office is consistently welcoming, organized, and ready for employees, guests, and leadershipIdentify inefficiencies in current workflows and proactively improve themFacilities, Vendors & Building ManagementAct as the primary point of contact for all vendors and building managementCoordinate COIs, liability forms, access requirements, and maintenance requestsLead vendor negotiations, including bulk pricing opportunities and service optimizationsOversee office improvements and light build-outs in partnership with contractors and designersAnticipate future office needs as the company grows and headcount increasesIT & Workplace Technology SupportManage office access systems, seating charts, and hardware ownership trackingCoordinate laptop provisioning, resets, and off-boarding logistics in partnership with ITEnsure meeting rooms, AV systems, and conferencing tools are always operationalConduct routine office and IT health checks to catch issues before they escalatePeople, Culture & On-Site ExperienceServe as the on-site host for guests, candidates, executives, and partnersSupport onboarding by preparing desks, access, and office readiness for new hiresPartner with internal teams to support events, all-hands meetings, and team gatheringsHelp shape an office environment that reflects Vapi's culture: high-energy, organized, and thoughtfulEvent Planning & CoordinationOwn end-to-end logistics for company events including field sales events, team social gatherings, recruiting events, and office celebrationsCoordinate venue sourcing, catering, budget management, and vendor coordination for events of varying sizesPartner with Sales, Recruiting, and People teams to understand event objectives and execute accordinglyManage event timelines, RSVPs, and post-event follow-up and feedback collectionBuild relationships with local venues, caterers, and event vendors to ensure quality and efficiencyTrack event spending and identify opportunities to optimize costs while maintaining experience qualityProcess Improvement & DocumentationAudit existing office processes and clean up outdated or ad-hoc workflowsCreate, update, and maintain SOPs that reflect how work actually gets doneBuild scalable systems that reduce friction as the company continues to growThink proactively about what the office needs next, not just what it needs todayWho You Are5+ years of experience managing office operations in a tech or startup environmentProven experience working directly with vendors, contractors, and building managementStrong operational instincts — you notice what’s broken, missing, or inefficient and fix itAbility to think beyond assigned tasks and take ownership of problems end-to-endComfortable working in a fast-paced, high-growth startup with constant changeHighly organized, detail-oriented, and capable of juggling multiple priorities at onceClear communicator who can confidently represent Vapi internally and externallyHands-on, proactive, and willing to roll up your sleeves when neededWhy VapiGenerational impact: Build the human interface for every businessOwnership culture: 70% of the company are previous foundersKind team: The founders, Jordan and Nikhil, are CanadiansTier-1 Investors: YC, KP seed, Bessemer Series AWhat We OfferReal stake: We offer a competitive salary and excellent equity ownershipComprehensive health coverage: medical, dental, and vision plansTeam love: We love hanging out, and we do quarterly off-sitesFlexible time off: take what you needMore: catered meals, transportation, gym, and a $10k annual L&D budget","company":"Vapi","rawCompany":"vapi","city":"Millbrae","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-04-16T09:47:07.771Z","occupations":[{"code":"11-1021.00","title":"General and Operations Managers","slug":"general-and-operations-managers"},{"code":"11-3012.00","title":"Administrative Services Managers","slug":"administrative-services-managers"},{"code":"43-1011.00","title":"First-Line Supervisors of Office and Administrative Support Workers","slug":"first-line-supervisors-of-office-and-administrative-support-workers"}],"industries":[{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"},{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Office Manager","description":"Vapi (/ˈVɑːpi/)We’re creating the shift to voice as humanity’s default interfaceWe’re the most configurable platform for deploying voice agentsWe’ve grown to over 700k developers in two years, adding 2,000+ every dayTry talking to Vapi now!Why We’re Hiring This RoleWe’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 DoOffice Operations & EnvironmentOwn the day-to-day health, organization, and functionality of the office across 2 floorsManage office vendors and recurring services (food, supplies, facilities, cleaning, etc.)Track inventory, ordering cadences, and budgets to prevent shortages and overspendEnsure the office is consistently welcoming, organized, and ready for employees, guests, and leadershipIdentify inefficiencies in current workflows and proactively improve themFacilities, Vendors & Building ManagementAct as the primary point of contact for all vendors and building managementCoordinate COIs, liability forms, access requirements, and maintenance requestsLead vendor negotiations, including bulk pricing opportunities and service optimizationsOversee office improvements and light build-outs in partnership with contractors and designersAnticipate future office needs as the company grows and headcount increasesIT & Workplace Technology SupportManage office access systems, seating charts, and hardware ownership trackingCoordinate laptop provisioning, resets, and off-boarding logistics in partnership with ITEnsure meeting rooms, AV systems, and conferencing tools are always operationalConduct routine office and IT health checks to catch issues before they escalatePeople, Culture & On-Site ExperienceServe as the on-site host for guests, candidates, executives, and partnersSupport onboarding by preparing desks, access, and office readiness for new hiresPartner with internal teams to support events, all-hands meetings, and team gatheringsHelp shape an office environment that reflects Vapi's culture: high-energy, organized, and thoughtfulEvent Planning & CoordinationOwn end-to-end logistics for company events including field sales events, team social gatherings, recruiting events, and office celebrationsCoordinate venue sourcing, catering, budget management, and vendor coordination for events of varying sizesPartner with Sales, Recruiting, and People teams to understand event objectives and execute accordinglyManage event timelines, RSVPs, and post-event follow-up and feedback collectionBuild relationships with local venues, caterers, and event vendors to ensure quality and efficiencyTrack event spending and identify opportunities to optimize costs while maintaining experience qualityProcess Improvement & DocumentationAudit existing office processes and clean up outdated or ad-hoc workflowsCreate, update, and maintain SOPs that reflect how work actually gets doneBuild scalable systems that reduce friction as the company continues to growThink proactively about what the office needs next, not just what it needs todayWho You Are5+ years of experience managing office operations in a tech or startup environmentProven experience working directly with vendors, contractors, and building managementStrong operational instincts — you notice what’s broken, missing, or inefficient and fix itAbility to think beyond assigned tasks and take ownership of problems end-to-endComfortable working in a fast-paced, high-growth startup with constant changeHighly organized, detail-oriented, and capable of juggling multiple priorities at onceClear communicator who can confidently represent Vapi internally and externallyHands-on, proactive, and willing to roll up your sleeves when neededWhy VapiGenerational impact: Build the human interface for every businessOwnership culture: 70% of the company are previous foundersKind team: The founders, Jordan and Nikhil, are CanadiansTier-1 Investors: YC, KP seed, Bessemer Series AWhat We OfferReal stake: We offer a competitive salary and excellent equity ownershipComprehensive health coverage: medical, dental, and vision plansTeam love: We love hanging out, and we do quarterly off-sitesFlexible time off: take what you needMore: catered meals, transportation, gym, and a $10k annual L&D budget","datePosted":"2026-04-16T09:47:07.771Z","dateModified":"2026-04-16T09:47:07.771Z","hiringOrganization":{"@type":"Organization","name":"Vapi","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"5050b77a63c88f9645dde352"},"url":"https://jobsearcher.com/jobs/5050b77a63c88f9645dde352"}}