Overview of the Role:As our Administration and Workspace Lead, you'll own the day-to-day administration and facilities operations of our San Mateo, CA office. You'll make sure employees have a safe, well-maintained workplace and office services they can count on, while keeping expenses, vendor documentation, and operational reporting accurate and within approved budgets.
You'll be the primary local contact for all workplace matters, coordinating service providers and partnering closely with our global Workspace team, HR, IT, Finance, Procurement, Legal, and building management. This is a hands-on lead role that calls for independent judgment, proactive follow-through, and a strong service mindset.
If you take pride in creating a workplace where everything runs smoothly, and people feel taken care of from the moment they walk in, this role is for you.
Location: This position is based onsite in our San Mateo, California office.
The Impact You'll Make:Office Operations & Facilities- Lead daily office operations, conducting regular walkthroughs and maintaining an action tracker for repairs, employee requests, and service issues
- Coordinate preventive maintenance and repairs with building management and qualified vendors, covering facilities, furniture, lighting, air conditioning, plumbing, pantry equipment, and other workplace assets
- Keep workstations, meeting rooms, reception areas, and shared spaces ready for use, and coordinate room bookings and office arrangements for meetings and leadership visits
- Maintain the visibility and condition of InMobi signage, logos, and approved branding throughout the office
- Keep stationery, office supplies, and pantry items well stocked through inventory checks, reorder levels, and consumption tracking
Vendor & Landlord Management- Serve as the local point of contact for the landlord, building management, and vendors supporting cleaning, catering, maintenance, security, pest control, transportation, and other office services
- Obtain and compare quotes, recommend the right service providers, and coordinate onboarding through the company's approval and procurement processes
- Ensure signed agreements are in place for every engaged vendor, and maintain accessible records of contracts, service scope, pricing, contact details, and supporting documents
- Track lease and vendor contract obligations, renewal dates, notice periods, and service commitments, escalating upcoming decisions to Workspace leadership and Legal well in advance
- Review vendor performance, address recurring service gaps, and arrange approved backup options to minimize disruption
Payments, Budgets & Expense Reporting- Coordinate timely payment of rent, maintenance charges, utilities, and approved vendor bills by securing accurate invoices and required approvals and following up with Finance
- Maintain complete payment records for audit and reconciliation, including invoices, approvals, purchase orders where applicable, receipts, and payment acknowledgments
- Prepare monthly office expense reports and forecasts, track spending against the approved budget, explain variances, and obtain approval before making additional commitments
- Tag expenses clearly by location, purpose or occasion, category, and budget owner, and partner with HR and Finance to distinguish HR expenses from Workspace expenses
- Reconcile office credit card transactions with receipts and business purposes, submit documentation on time, and follow up on missing or disputed transactions
- Identify practical savings through vendor reviews, demand planning, and reduced waste, while maintaining agreed service standards
Meals, Pantry & Employee Experience- Manage employee breakfast and lunch arrangements, including headcount planning, vendor coordination, delivery schedules, food quality, and employee feedback
- Coordinate dietary requirements and allergen information with meal providers, and ensure meals are handled and served appropriately
- Keep drinking water, coffee machines, snacks, and pantry essentials available, replenished, and maintained, monitoring expiration dates to avoid unnecessary waste
- Gather employee feedback on facilities and services, respond to concerns, and keep people updated until issues are resolved
Travel, Visitors & Events- Assist employees and visiting colleagues with approved hotel bookings, car services, and other local travel arrangements in line with company policy
- Plan monthly employee engagement activities with HR and the Workspace team, reflecting local culture and employee interests within approved budgets
- Coordinate local and international celebrations, office events, and leadership visits once the required admin and budget approvals are in place
- Communicate approved regional holidays and relevant office service changes to employees by email, in coordination with HR
Safety, Security & Emergency Readiness- Maintain a safe and secure workplace through regular checks, prompt reporting of hazards, and coordination with building management, Security, and relevant internal teams
- Coordinate fire drills, evacuation readiness, emergency contact lists, and employee awareness of emergency procedures, keeping exits and emergency access routes clear
- Track inspections and servicing of fire safety equipment with building management and qualified providers, arranging refills or replacements when due and retaining service records
- Keep a well-stocked first-aid kit available, check expiration dates regularly, arrange replenishment, and coordinate with designated trained responders when assistance is needed
- Maintain an emergency escalation plan covering employee safety incidents, building issues, and major service disruptions, documenting incidents and tracking corrective actions
- Provide after-hours emergency coordination, including weekends and holidays when required, under an agreed escalation and coverage arrangement, escalating promptly and coordinating backup support
Cleaning, Hygiene & Pest Management- Supervise routine housekeeping and weekly deep cleaning, using checklists that cover work areas, meeting rooms, restrooms, pantry areas, and shared spaces
- Monitor hygiene standards, waste collection, and housekeeping quality, following up promptly on deficiencies and maintaining cleaning records
- Coordinate pest-control inspections or service visits every two weeks, and arrange treatment or fumigation when qualified providers assess it as necessary, with appropriate approvals and employee communication
- Schedule disruptive cleaning or treatment activities to minimize interruption, and follow the provider's instructions for safe access and re-entry
Onboarding & Offboarding Support- Partner with HR to prepare welcome kits, workplace access, seating, and local office orientation for new hires
- Work with IT and HR to coordinate laptop delivery and setup before each new hire's start date, tracking readiness and escalating delays to the responsible team
- Support HR with meeting room bookings and office arrangements for induction sessions
- Coordinate with HR and IT to collect laptops, access cards, and other company assets from departing employees, maintaining handover records and obtaining confirmation from the responsible teams
Policy Compliance & Operational Reporting- Follow company policies and coordinate with relevant internal specialists and vendors to meet applicable local requirements for office operations
- Maintain organized records of contracts, expenses, inventories, safety checks, and service schedules, handling employee and business information confidentially
- Share regular updates with Workspace leadership on service performance, budgets, employee concerns, risks, and outstanding actions, recommending improvements and tracking their implementation
The Experience We Need:Education & Experience- Bachelor's degree or equivalent qualification; an MBA or a qualification in hospitality, facilities management, or business administration is preferred
- 5+ years of relevant experience in office administration, workplace operations, facilities management, or hospitality
- Experience independently managing office services and coordinating multiple vendors, with prior lead or supervisory experience preferred
- Experience supporting a US corporate office, including working with local vendors and building management, is preferred
- Hands-on experience with expense tracking, invoice documentation, budgets, contract administration, and employee service requests
Skills & Working Style- Strong written and verbal English, with the ability to communicate clearly with employees, vendors, leadership, and global teams
- Solid working knowledge of Microsoft Excel, Word, and PowerPoint, including the ability to maintain expense trackers, analyze spending, and prepare clear operational updates
- Strong organization and attention to detail, with the ability to manage competing requests without losing follow-through
- Sound judgment in prioritizing urgent issues, making decisions within delegated authority, and escalating risks early
- A professional, approachable service style, with discretion when handling confidential information
- The ability to guide service providers, negotiate practical solutions, and hold vendors accountable for agreed standards
- Availability for on-site office support and coordination across time zones, with flexibility for planned events and emergency coverage under agreed arrangements
Our compensation philosophy enables us to provide a competitive salary that drives high performance while balancing business needs and pay parity. We determine compensation based on a wide variety of factors, including role, nature of experience, skills, and location.
The base salary (fixed) for this role ranges from
$105,500 to $120,000 USD (min to max of base salary). This salary range is applicable to our offices located in California and New York
*.
*Our ranges may vary based on the final location or region of the roles, in accordance with the geographical differentiation in pay scales in the country.
In addition to cash compensation, based on the position, an InMobian can receive equity in the form of ESOPs (Employee Stock Option Plan). We believe that our employees/personnel should have the ability to own a part of the entity they are a part of. Therefore, the entity employing you may elect to provide such stock to you. Ownership of stock enables us to treat our employer company as our own and base our decisions on the company's best interests. To encourage a spirit of shared ownership, we grant InMobians relevant company stock(s). As you contribute to the growth of your company, certain stocks may be issued to you in recognition of your contribution.
A quick snapshot of our U.S. benefits:- Competitive salary and ESOP grant (where applicable)
- High-quality medical, dental, and vision insurance (including company-matched HSA)
- 401(k) company match
- Generous combination of vacation time, sick days, special occasion time, and company-wide holidays
- Substantial maternity and paternity leave benefits and compassionate work environment
- Flexible working hours to suit everyone
- Wellness stipend for a healthier you!
- Free lunch is provided in our offices daily
- Pet-friendly work environment and robust pet insurance policy - because we love our animals!
- Employee Assistance Program (EAP)
