Office & People Operations Manager

About the role

You are the operational heartbeat of Nectar Social, ensuring that our Palo Alto office functions as a polished, efficient, and welcoming environment for every employee. This role owns the dual responsibility of physical workplace excellence and the strategic backbone of people operations, allowing the rest of the company to focus on their core work. You will manage the full lifecycle of the employee experience, from the moment a candidate receives an offer through their ongoing journey at the company. You are a proactive problem-solver who identifies friction points in processes and resolves them before they escalate. You will spend your time split between event execution and people systems, acting as the central point for all operational requests. You will report directly to the Head of Operations and be a key partner in scaling our internal processes. You will ensure that every interaction with our office and our systems reinforces our brand promise of authenticity and value.

Key facts

What you'll do

• Oversee the day-to-day operations of our Palo Alto office, including front-of-house interactions, supply inventory, kitchen management, mail distribution, IT equipment, and general facility upkeep to maintain a sharp and welcoming environment.
• Establish and manage relationships with all external vendors, including cleaning services, IT and AV support, facilities management, and catering partners, while overseeing contracts, invoices, and troubleshooting issues as they arise.
• Conceptualize and execute company-wide events from start to finish, taking full ownership of our quarterly onsites in Palo Alto, which includes venue selection, catering coordination, agenda creation, and detailed logistical planning.
• Coordinate all employee travel and accommodations for company events, offsites, and business travel, handling bookings, itineraries, and policy compliance to ensure smooth experiences for all team members.
• Architect and manage a best-in-class onboarding process, ensuring that new hires have all necessary equipment, system access, and account setups completed before day one and guiding them through a structured first week.
• Partner closely with our Professional Employer Organization (PEO) to manage the entire employee lifecycle, including onboarding, offboarding, HRIS maintenance, records management, and benefits administration.
• Streamline and own the end-to-end management of the recruiting pipeline, including interview scheduling, candidate communication, and logistics coordination within our Applicant Tracking System (ATS).
• Safeguard HR compliance and corporate documentation by managing I-9s, employee policies, and the employee handbook in close collaboration with our legal team and PEO partners.
• Act as the primary internal resource for questions regarding workplace logistics, policies, and employee needs, providing a warm and reliable first point of contact for the entire team.
• Monitor and manage all workplace and event budgets, providing detailed expense tracking and financial reporting to ensure fiscal responsibility.
• Drive the evolution of our culture and employee experience by initiating traditions, organizing celebrations, and handling the small details that enhance daily life at Nectar.
• Implement and maintain systems for office operations and people processes, ensuring scalability and efficiency as the company continues to grow rapidly.
• Liaise cross-functionally with leadership and department heads to anticipate operational needs and prevent potential bottlenecks in people and workplace management.
• Maintain a high standard of organization and follow-through to ensure that multiple workstreams are managed simultaneously without error or delay.
• Contribute to the strategic planning of our physical and cultural workplace to align the office environment with our mission and growth goals.

Requirements

• Possess a minimum of 3 years of professional experience in office management, workplace operations, or people operations, with a proven track record at a high-growth startup environment.
• Demonstrate exceptional organizational skills and an acute attention to detail, with the ability to manage numerous concurrent projects and deadlines without dropping any balls.
• Show a genuine passion for event planning and interpersonal interactions, with a meticulous focus on the details that create memorable experiences for hosts and guests.
• Thrive in an environment with high autonomy and ambiguity, taking the initiative to identify gaps and implement solutions without requiring explicit direction.
• Communicate with a warm, professional tone in all interactions with vendors, partners, and external stakeholders, while remaining approachable and collaborative with internal team members.
• Exhibit fluency with core productivity platforms such as Google Workspace and the ability to quickly master new systems, including an Applicant Tracking System (ATS), PEO platforms, and communication tools like Slack.
• Commit to a work location in our Palo Alto office five days a week, understanding that you believe great culture is built through consistent in-person collaboration.
• Hold eligibility to work in the United States without sponsorship, as we are unable to sponsor visas for this position at this time.
• Be legally authorized to work in the United States for the position offered, which requires passing a background check if required for the role.
• Have a proven ability to handle sensitive and confidential information with the utmost discretion and integrity.

Nice to have

• Bring prior experience of establishing HR and office infrastructure from the ground up within an early-stage company.
• Have a background in end-to-end ownership of company events or offsites, demonstrating a portfolio of successful executions.
• Show familiarity with Professional Employer Organization models and the specific tools used in this space, such as Ashby, Sequoia One, and Brex.
• Demonstrate daily proficiency with modern AI tools to automate tasks and enhance productivity in a fast-paced environment.

Practical notes

This role requires a hybrid schedule of five days in the Palo Alto office. Travel is not expected as part of the core responsibilities. Compensation includes a competitive package with equity, health benefits, and a 401(k) match. Employees are eligible for comprehensive stipends, including housing, mobile, internet, and commuter benefits after meeting standard eligibility periods.