Office Coordinator

3 weeks ago

Dublin Pike, Ireland x.ai Full time

xAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All engineers are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.

About the Role
We are seeking a dynamic and organized Office Coordinator to join our Dublin team, serving as the backbone of our office environment. In this role, you will ensure our workplace fosters productivity, creativity, and collaboration by managing daily operations, logistics, and event coordination. You will oversee everything from office maintenance to vendor relationships, creating a welcoming and efficient environment that reflects X’s innovative culture. The ideal candidate is a proactive multitasker with exceptional organizational skills and a passion for supporting a high-performing team in a fast-paced setting.

Responsibilities

Oversee daily office operations, including maintenance, security, and supply management, to ensure a seamless and productive work environment.

Manage the office budget, track expenses, and maintain strong relationships with vendors to secure cost-effective services.

Develop and implement office policies and procedures to enhance operational efficiency.

Organize and execute internal and external company events, meetings, and team-building activities.

Coordinate with external vendors for catering, equipment, and other event-related needs.

Ensure the office remains clean, safe, and well-maintained, coordinating with property management for repairs or improvements as needed.

Support onboarding processes for new hires, ensuring a smooth integration into the team.

Manage mail and shipping logistics to maintain efficient office workflows.

Required Qualifications

Proven experience as an office manager, administrator, or similar role, with a track record of managing office operations effectively.

Excellent communication and interpersonal skills to engage with team members, vendors, and external stakeholders.

Strong organizational and multitasking abilities with meticulous attention to detail.

Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Preferred Qualifications

Experience in a tech or startup environment, with an understanding of fast-paced, innovative workplace dynamics.

Strong sense of ownership, proactive problem-solving skills, and enthusiasm for tackling operational challenges.

Familiarity with budget management and vendor negotiation in a professional setting.

Ability to foster a positive and inclusive office culture that aligns with X’s mission.

A sense of adaptability and a proactive approach to addressing evolving office needs.

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