Role: Office & Recruiting Ops Manager
Why We're Hiring This Role:We need one trusted operator to own the two things that define how Vapi feels from the inside: the physical workplace and a candidate's first impression of us. You'll be the central point of contact for vendors, facilities, and on-site operations - and the connective tissue of our recruiting process. Ideal for someone who thrives in ambiguity and thinks well beyond the job description.
What You'll Do:- 30 Day: Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls. Own interview scheduling end-to-end across time zones. Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages. Step in as on-site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what's broken or ad-hoc.
- 60 Day: Become the primary contact for all vendors and building management (COIs, access, maintenance). Run the full candidate logistics experience - confirmations, prep, travel, day-of hosting - and keep loops moving (debriefs, feedback, stalled-pipeline flags). Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and writing SOPs. Support offer logistics and the handoff into onboarding.
- 90 Day: Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Run light recruiting ops as volume demands. Own problems end-to-end and proactively surface what the office and hiring process need next.
Who You Are:- 4+ years across office operations and/or recruiting coordination in a tech or startup environment (we'll weight the mix toward whichever half is heaviest for us today)
- Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar) and high-volume interview scheduling
- Proven experience working directly with vendors, contractors, and building management
- Strong operational instincts - you notice what's broken, missing, or inefficient and fix it
- Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything
- Discreet and trustworthy with confidential candidate and compensation information
- Comfortable in a fast-paced, high-growth startup with constant change
- Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike
- Hands-on, proactive, and willing to roll up your sleeves
How We Work:- Build something worthy of love
- Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.
- Commit and follow through
- We finish what we start and build trust by being people others can count on.
- Why not today?
- We value urgency and momentum. The fastest path to customer value usually wins.
- Seek raw input
- We go directly to customers, data, and teammates instead of relying on summaries or assumptions.
- It's our problem
- We operate as one team. We share credit, own mistakes together, and support each other when things get hard.
- Be direct and kind
- We give feedback clearly, respectfully, and without delay.
Why Vapi:- Generational impact: Build the human interface for every business
- Ownership culture: 70% of the company are previous founders
- Kind team: The founders, Jordan and Nikhil, are Canadians
- Tier-1 Investors: YC, KP seed, Bessemer Series A
What We Offer:- Real stake: We offer a competitive salary and excellent equity ownership
- Comprehensive health coverage: medical, dental, and vision plans
- Team love: We love hanging out, and we do quarterly off-sites
- Flexible time off: take what you need
- More: catered meals, transportation, gym, and a $10k annual L&D budget
- Salary: $110,000 - $120,000 per year
