Operations and Workplace Coordinator

About Maisa AI
Maisa AI enables enterprises to confidently delegate mission-critical processes to Digital Workers. Our unique computational approach combines AI intelligence with a proven chain of work execution, providing full traceability and accountability. This allows enterprises to deploy AI agents that handle complex knowledge work while maintaining complete visibility into their decision-making process, data sources, and actions. Our platform sets new standards for reliable and explainable enterprise automation.

The Role

We're seeking a highly organized and proactive Operations and Workplace Coordinator to ensure smooth day-to-day operations across our organization. This role serves as the operational backbone of the company, supporting internal Finance and People/HR functions while managing workplace operations and vendor relationships. Success in this role requires exceptional organizational skills, the ability to build strong cross-functional relationships, and getting things done through influence and collaboration in our flat organizational structure. You'll work independently across multiple operational domains while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

• HR and People Operations Support - maintaining employee records, payroll processing, recruitment administration, coordinating HR service providers and helping to implement processes and policies.
• Finance Operations Support - Coordinate invoice processing, vendor payments, expense management, and support monthly financial closing. Track and reconcile expenses, process reimbursements, and maintain financial records. Support operational KPI tracking, data collection, and prepare reports. Assist with tracking and maintaining operational budgets across all functions. Maintain dashboards for spend tracking, vendor performance, and operational metrics.
• Workplace Operations Management - Manage daily workplace operations, including office facilities, CoWorking spaces, equipment, supplies, and remote work. Coordinate office maintenance, resolve facilities issues, and organize company meetings, events, travel, and office inventory.
• Vendor Management and Budget Management - Serve as the key contact for operational vendors and service providers, tracking contract renewals, spend, invoicing and driving value and cost efficiency.
• Process Development and (IT) Systems Management - Create and improve operational processes, implement and administer operational systems, coordinate internal IT management, and liaise with IT service providers to ensure compliance.
• Compliance and Legal Support - Support legal and regulatory compliance workstreams, coordinate with external legal counsel, maintain legal documents, ensure workplace compliance, and track compliance deadlines.

Required Qualifications

• 3-5 years of experience in operations, executive assistant, workplace management or administrative roles
• Strong organizational abilities with meticulous attention to detail
• Excellent written and verbal communication skills (English & Spanish)
• Demonstrated ability to build relationships and collaborate effectively across functions
• Proven track record of getting things done through influence rather than formal authority
• Experience coordinating with external service providers and vendors
• Proficiency with productivity tools (Google Workspace, Microsoft Office, etc.)
• Strong problem-solving skills and ability to work independently
• High level of discretion when handling confidential information
• Proactive mindset with ability to anticipate needs and take initiative

Desired Qualities

• Experience working in a startup or fast-paced technology environment
• Familiarity with HR and finance operational processes
• Experience with vendor management and contract negotiation
• Knowledge of workplace compliance and regulatory requirements
• Ability to quickly adapt to changing priorities and new situations
• Comfort with ambiguity and ability to create structure where needed
• Strong interpersonal skills with ability to build trust and credibility across the organization
• Collaborative mindset with ability to navigate cross-functional relationships effectively
• Interest in AI and emerging technologies
• Service-oriented mindset focused on supporting team success

What We Offer

• Opportunity to play a crucial operational role in a cutting-edge AI company
• Flat organization focused on impact rather than hierarchy
• Collaborative work environment with experienced professionals
• Competitive compensation package
• Flexible work arrangements
• Growth opportunities in an expanding organization

Maisa AI is an equal opportunity employer committed to building a diverse and inclusive team.