Office Operations Associate at Abaka AI

Palo Alto, California, United States -

Full Time

Start Date

Immediate

Expiry Date

06 May, 26

Salary

100000.0

Posted On

05 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Operations, Vendor Management, Procurement, Operational Support, Organization, Communication, Google Workspace, Spreadsheets, Startup Experience, Negotiation, IT Coordination, Process Building

Industry

IT Services and IT Consulting

Description

About Abaka AI Abaka AI is built on one mission: to be the world’s most trusted data partner for AI companies. More than 1,000 industry leaders across Generative AI, Embodied AI, and Automotive AI rely on us to power their data pipelines. With our headquarters in Silicon Valley—and teams in Paris, Singapore, and Tokyo—we support global partners with fast, reliable, and scalable data solutions. Our offerings include a diverse catalog of off-the-shelf datasets (image, video, multimodal, reasoning, 3D, and beyond) as well as comprehensive data collection and annotation services. Whether teams need raw data, curated datasets, or full-cycle data engineering, Abaka AI provides the foundation for building high-performance AI systems. About the Role We’re hiring an Office Operations Associate to own and run day-to-day office operations and help build the internal systems that keep Abaka AI running smoothly as we scale. This is a highly hands-on role responsible for workplace operations, vendor management, procurement, and general operational support across the team. You’ll be the go-to person for making sure the office is functional, organized, and a great place to work—while also improving processes, documentation, and workflows behind the scenes. This role is critical for a growing startup where speed, ownership, and reliability matter. Responsibilities Own daily office operations, including supplies, equipment, mail/packages, conference rooms, and overall office readiness Serve as the primary point of contact for office-related issues and coordinate with building management and external vendors as needed Manage office vendors (supplies, cleaning, internet/IT support, repairs, snacks), including sourcing, renewals, and service quality Handle office purchasing and basic inventory tracking for supplies and equipment Maintain simple, clear office operations playbooks and documentation (how we order, who to contact, standard procedures) Support onboarding and offboarding logistics, including desk setup, equipment coordination, access needs, and shipping/returns Track office-related expenses and support invoice processing and budget coordination in partnership with Finance Help plan and execute light internal events such as team lunches, onsite meetings, and visitor logistics Provide general operational and administrative support for ad-hoc projects as the company grows Qualifications 2+ years of experience in office operations, workplace operations, operations coordinator, or similar roles Strong ownership mindset with high attention to detail and follow-through Highly organized and comfortable juggling multiple priorities in a fast-moving environment Clear and professional communicator with employees, vendors, and external partners Comfortable using tools like Google Workspace, Slack, and spreadsheets Willing to be onsite and hands-on with day-to-day office needs Experience supporting a growing startup or early-stage tech company Vendor sourcing or negotiation experience Familiarity coordinating with IT, People Ops, or Finance teams Experience building processes from scratch rather than following established ones Compensation & Benefits The base salary range for this position is $60,000 - $100,000 USD annually. Compensation may vary outside of this range depending on a number of factors, including a candidate’s qualifications, skills, competencies and experience. Base pay is one part of the Total Package that is provided to compensate and recognize employees for their work at Abaka AI. This role is eligible for a comprehensive benefits package (health, dental, vision, PTO, flexible work schedule).

Responsibilities

The Office Operations Associate will manage daily office operations, including supplies, equipment, and vendor management. This role is essential for ensuring the office is functional and organized while improving internal processes.