Office Coordinator at instawork | AI Job Board

Job description

Instawork is on a mission to create meaningful economic opportunities for skilled hourly professionals in communities around the globe. Our AI-powered labor marketplace helps local businesses scale, and enables global technology companies to push the frontiers of robotics and AI. Backed by world-class investors like Benchmark, Spark Capital, Craft Ventures, Greylock, Y Combinator, and others, we’re looking for exceptional talent to reimagine the way the world works.

About the Role

We are seeking a proactive, detail-oriented, and high-energy Office Coordinator to oversee the day-to-day functions, facilities, and workplace culture of our Bangalore offices.

Reporting directly to the Office Manager, you will be the heartbeat of our local workspace—ensuring a clean, seamless, and highly productive environment for our team. If you are a collaborative problem-solver who thrives on operational efficiency, vendor management, and creating an amazing workplace experience, we want to hear from you!

Working days - 6 days/week

Key Responsibilities

🏢 Facilities & Office Operations

Daily Functions: Own the upkeep of common areas, workspaces, and conference rooms, ensuring all furniture and audio/video (AV) equipment are fully operational.
Vendor & Supply Management: Proactively manage relationships with external service providers (property management, furniture vendors, snack/catering programs, custodial services, etc.) and keep office supplies fully stocked.
Ticketing & Support: Provide timely, high-quality responses to internal service requests assigned to the facilities queue.

Space Planning: Assist the Office Manager with employee seating arrangements, desk allocations, and office layout planning.
Cross-Functional Support: Coordinate with onsite facility staff and address ad hoc projects directed by the IT, People (HR), and Finance teams as aligned with the Office Manager.

🎉 Culture & Employee Engagement

Cultural Stewardship: Act as a culture champion by supporting and executing various company events and engagement activities, making the office a place of positivity and productivity.

Who You Are

🎓 Experience & Qualifications

Experience: Minimum of 1 to 5 years of experience in office administration, facilities coordination, events or workplace operations.
Team Player: Comfortable working under the guidance of an Office Manager while taking independent ownership of daily floor tasks.
Tech Savvy: Comfortable using Google Workspace (Docs, Sheets, Slides) and handling basic office AV/conferencing setups.

🛠️ Key Skills

Proactive Problem-Solving: You don't wait to be told what to do—you anticipate floor needs and solve issues before they arise.
Attention to Detail: An eagle eye for organization, cleanliness, and operational efficiency.
Communication: Excellent verbal and written communication skills with strong interpersonal savvy to interact with employees and vendors alike.
Prioritization: Ability to self-manage, multitask, and prioritize your workflow effectively in a fast-paced environment.
Customer Service & Collaboration: A strong spirit of collaboration and a dedication to providing great internal customer service to all employees and visitors.

What We Offer

A vibrant, collaborative, and supportive work culture.
Opportunity to shape the daily workplace experience of a growing team.
Clear mentorship and growth under an experienced Office Manager.
Competitive compensation and benefits.

Our Values

Empathy, Trust & Candor
We put ourselves in the shoes of our colleagues and customers and don’t shy away from uncomfortable conversations, instead building trust through honest and direct feedback.
Bias for Action
We practice high-velocity decision-making, clear-eyed that we often operate with incomplete information. Growing quickly means it’s OK to be wrong, so long as we learn from our mistakes and course correct!
Always Be Learning
We’re a curious bunch, and with AI transforming our workplace we encourage everyone to learn from each other, compounding our knowledge and experience to help us change an entire industry.
Act Like an Owner
We work long, hard, and smart, building products that delight our users and drive growth. Your ability to impact Instawork is limited only by your courage and conviction, not your job description.

About Instawork

Founded in 2015, Instawork is the nation’s leading online labor marketplace for food services, hospitality, light industry, and logistics, connecting more than 7M skilled workers with local restaurants, hotels, warehouses, stadiums, and more. Our AI-powered platform serves thousands of businesses across more than 50 major markets in the United States and Canada. We're not just helping fill shifts, we're supporting local economies—and we're just getting started!

Instawork has been featured by CBS News, The Wall Street Journal, The Washington Post, and the Associated Press. Forbes included us on their Next Billion Dollar Startups list; RetailTech Breakthrough named us Workforce Hiring Solution of the Year for 2025; and Inc. 5000 recognized us as one of the country's top 10% fastest-growing companies two years in a row. But what matters most is our impact. We're solving real problems for real people, and we’re doing it at scale.

Join our team to help us build something that matters! We’re looking for superstars who want to help us shape the future of work. With hubs in San Francisco, Bangalore, and Chicago, city offices in New York, Phoenix, and Singapore, we're back to working together in-person five days a week because we believe the best ideas happen when great people collaborate face-to-face. We also value diverse perspectives and encourage applications from candidates of all backgrounds.

Ready to make an impact? Learn more at www.instawork.com/about.

Personnel Privacy Policy