Founding Office & Workplace Operations

About the role

You are a founding operator who owns the end-to-end office experience at Rilla. You design and execute the systems that make the physical workspace function seamlessly for a high-velocity team. You obsess over the details of the environment so that builders can focus entirely on their work. You leverage technology and automation to solve logistical problems before they become requests. You act as the primary owner of the day-to-day experience for everyone in the office. You collaborate closely with HR, finance, engineering, and leadership to remove friction from the workplace. You are accountable for the health, happiness, and productivity of the in-office team.

Key facts

What you'll do

• Own day-to-day office operations end-to-end, ensuring the space supports the team's high-intensity workflow.
• Manage vendor relationships for food & beverage, cleaning, facilities, and building management while holding them accountable to strict timelines and quality standards.
• Forecast and order supplies, snacks, and drinks to maintain inventory so the office never runs out unexpectedly.
• Plan and execute internal events, team offsites, and celebrations that reinforce culture and cohesion for a demanding in-office team.
• Oversee office-related budgets, expenses, and reconciliations to maintain financial discipline as the company scales.
• Design and implement systems, checklists, and automations to transform ad-hoc tasks into reliable, repeatable processes.
• Serve as the central point of contact for space, supply, and experience issues to maintain a positive environment.
• Partner with HR and engineering to streamline onboarding and offboarding logistics, including device coordination and access management.
• Utilize AI and automation tools to eliminate manual work and improve the efficiency of operational tasks.
• Drive clarity and decision-making in ambiguous situations to ensure the office runs smoothly without constant intervention.

Requirements

• 1-2 years in office management, workplace experience, administrative operations, or a similar role, with startup or high-growth experience strongly preferred.
• A track record of owning a space or program end to end with minimal oversight and delivering results.
• Genuine fluency with AI tools and a demonstrated bias for using them to automate real work and reduce manual effort.
• Excellent written and verbal communication skills capable of influencing every level of the organization.
• Strong organizational abilities and judgment to operate comfortably in ambiguity while driving clarity for others.
• Willingness to be present in the NYC office full time, as this role is responsible for the physical space and must be on-site to operate effectively.
• Extreme focus and discipline in prioritizing tasks to maximize efficiency and impact in a fast-paced environment.
• Comfort with taking calculated risks and viewing failure as a learning opportunity to iterate and improve systems.
• An affinity for unconventional solutions and the creativity to challenge conventional wisdom when solving operational challenges.
• A customer-obsessed mindset that prioritizes the needs of internal and external clients over vanity metrics.
• An infinite learner who actively seeks new knowledge and skills to improve processes and personal growth.

Nice to have

• Experience standing up office or workplace systems for a growing team from scratch, including defining processes and standards.
• Experience owning onboarding and offboarding logistics, including IT and device coordination, to ensure a seamless employee lifecycle.
• Experience managing vendors and office budgets with a history of optimizing costs without sacrificing quality.
• Prior experience successfully owning all aspects of workplace operations is a plus, but not required for fast learners.
• A background in sales coaching or experience in a similar high-growth software environment is beneficial but not essential.

Practical notes

This role requires a commitment to working approximately 60 hours per week in person at our New York City office. The position is full-time and located on-site to ensure direct oversight of the workplace systems and team experience. Candidates must be available to work from the NYC office full time. Travel is not expected as part of the role. The role reports to the BizOps team and requires close collaboration with HR, finance, engineering, and executive leadership. Visa sponsorship is not available for this position. The successful candidate must be able to start within two weeks of receiving a formal offer.