Office Manager

MindsDB is a fast-growing AI startup headquartered in San Francisco, California. As a leading innovator bringing AI and Data together, our passion is empowering companies to easily build AI capabilities that can Think, Understand and Orchestrate: enabling teams to move from prototyping & experimentation to production in a fast & scalable way.

MindsDB was founded in 2017 by Adam Carrigan and Jorge Torres, inspired by Ian M. Banks's Culture series, in which super AI systems called Minds collaborate with other forms of life to accomplish incredible goals. Starting as an Open-Source project, MindsDB has grown to be one of the most widely used AI-Data platforms in the world, with a growing community and more than 700 contributor developers from every corner of the globe.

We are backed with over $55M in funding from Mayfield, Benchmark, YCombinator, and nVidia. MindsDB is also recognized by Forbes as one of America's most promising AI companies (2021) and by Gartner as a Cool Vendor for Data and AI (2022).

We are looking for a dynamic and resourceful individual to take on the role of Office Manager in our San Francisco office.

Our ideal candidate for this role should have a proven track record in office management, event coordination, and a knack for fostering a safe, efficient, and vibrant workspace. You should possess strong organizational and communication skills, a commitment to security and safety, and the ability to navigate the fast-paced landscape of a startup environment and collective office space.

In this role, you will be responsible for planning and coordinating events in the office, collaborating with our Developer Relations and Business Development teams to create an engaging and welcoming environment for both staff and event visitors. Your efforts will be vital to making the office a dynamic and vibrant space that fosters connections for everyone that walks through our front door.

• Facilities Management: Oversee office facilities and ensure a clean, organized, and well-maintained workspace.
• Vendor Relations: Manage relationships with office service providers (cleaning, maintenance, florist, etc.) and negotiate contracts when necessary. 
• Manage relationships with appropriate hard-service vendors (HVAC, electrical, plumbing, etc).
• Supplies and Inventory: Maintain office supplies and inventory, ensuring that essential items are always available.
• Kitchen and Pantry: Source and maintain pantry supplies, including dry goods and beverages. 
• Oversee kitchen amenities including coffee bar and daily employee catering.
• Security and Safety: Implement security measures and emergency protocols to ensure the safety of employees and company assets. 
• Manage and monitor employee facility access. 
• Ensure daily office security, IT management, Health & Safety and emergency protocol adherence in line with California/US regulations.
• Manage visitor access, ensuring warm greetings and efficient support for all guests.
• Handle special guest arrangements as needed.
• Serve as a primary contact for office relations, addressing the needs of staff, visitors, and coworkers.
• Manage incoming mail and communications, ensuring proper routing.
• Develop and implement office policies, manuals, and documentation.
• Coordinate meeting schedules and room bookings.
• Oversee maintenance and compliance of office equipment.
• Administer the office budget and collaborate with executive assistants and HR for senior team coordination.
• Coordinate team training on compliance and safety standards.
• Ensure all office insurances are valid and current.
• Culture & Community: Fostering a welcoming culture and encouraging a vibrant office environment.

Events Coordination

• Collaborate with the Developer Relations and Business Development teams to plan and execute events.
• Develop and plan internal employee events.
• Coordinate all event-related logistics, including staffing, security, equipment, catering, and entertainment.
• Help develop and oversee risk management plans for events.
• Preparing a comprehensive safety plan for each in-office event, ensuring approval from both internal and external stakeholders.
• Enforce safety protocols and provide thorough safety briefings.
• Ensure all event participants uphold the MindsDB code of conduct, emphasizing a zero-tolerance policy against any form of harassment, intimidation, or discrimination.

REQUIREMENTS/QUALIFICATIONS

• Experience in a startup environment.
• Familiarity with AI or tech environments.

BENEFITS & PERKS

DIVERSITY, EQUALITY & INCLUSION

MindsDB is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all of our employees. MindsDB will give all qualified applicants consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances.​