Office Manager

Vapi (/ˈVɑːpi/):

• We’re creating the shift to voice as humanity’s default interface

• We’re the most configurable platform for deploying voice agents

• We’ve grown to over 700k developers in two years, adding 2,000+ every day

• Try talking to Vapi now!

Why We’re Hiring This Role:

• We’re looking for an experienced Office Manager to own and elevate our physical workplace operations as we continue to grow. This role goes beyond day-to-day office upkeep. It requires someone who can formalize processes, improve systems, anticipate needs, and adapt quickly in a fast-paced startup environment.

• You’ll be the central point of contact for vendors, facilities, office systems, and on-site operations, while also acting as a strategic partner to Operations and Leadership as the company scales. This role is ideal for someone who is comfortable with ambiguity, thrives in constant change, and naturally thinks beyond what’s written in a job description.

What You’ll Do:

• Office Operations & Environment

  • Own the day-to-day health, organization, and functionality of the office across 2 floors

  • Manage office vendors and recurring services (food, supplies, facilities, cleaning, etc.)

  • Track inventory, ordering cadences, and budgets to prevent shortages and overspend

  • Ensure the office is consistently welcoming, organized, and ready for employees, guests, and leadership

  • Identify inefficiencies in current workflows and proactively improve them

• Facilities, Vendors & Building Management

  • Act as the primary point of contact for all vendors and building management

  • Coordinate COIs, liability forms, access requirements, and maintenance requests

  • Lead vendor negotiations, including bulk pricing opportunities and service optimizations

  • Oversee office improvements and light build-outs in partnership with contractors and designers

  • Anticipate future office needs as the company grows and headcount increases

• IT & Workplace Technology Support

  • Manage office access systems, seating charts, and hardware ownership tracking

  • Coordinate laptop provisioning, resets, and off-boarding logistics in partnership with IT

  • Ensure meeting rooms, AV systems, and conferencing tools are always operational

  • Conduct routine office and IT health checks to catch issues before they escalate

• People, Culture & On-Site Experience

  • Serve as the on-site host for guests, candidates, executives, and partners

  • Support onboarding by preparing desks, access, and office readiness for new hires

  • Partner with internal teams to support events, all-hands meetings, and team gatherings

  • Help shape an office environment that reflects Vapi's culture: high-energy, organized, and thoughtful

• Event Planning & Coordination

  • Own end-to-end logistics for company events including field sales events, team social gatherings, recruiting events, and office celebrations

  • Coordinate venue sourcing, catering, budget management, and vendor coordination for events of varying sizes

  • Partner with Sales, Recruiting, and People teams to understand event objectives and execute accordingly

  • Manage event timelines, RSVPs, and post-event follow-up and feedback collection

  • Build relationships with local venues, caterers, and event vendors to ensure quality and efficiency

  • Track event spending and identify opportunities to optimize costs while maintaining experience quality

• Process Improvement & Documentation

  • Audit existing office processes and clean up outdated or ad-hoc workflows

  • Create, update, and maintain SOPs that reflect how work actually gets done

  • Build scalable systems that reduce friction as the company continues to grow

  • Think proactively about what the office needs next, not just what it needs today

Who You Are:

• 5+ years of experience managing office operations in a tech or startup environment

• Proven experience working directly with vendors, contractors, and building management

• Strong operational instincts — you notice what’s broken, missing, or inefficient and fix it

• Ability to think beyond assigned tasks and take ownership of problems end-to-end

• Comfortable working in a fast-paced, high-growth startup with constant change

• Highly organized, detail-oriented, and capable of juggling multiple priorities at once

• Clear communicator who can confidently represent Vapi internally and externally

• Hands-on, proactive, and willing to roll up your sleeves when needed

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