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About the Role
Vapi is seeking a trusted operator to manage the physical workplace and candidate experience, serving as the central point of contact for vendors, facilities, and recruiting operations. This role is ideal for someone who thrives in ambiguity and thinks beyond the job description.
Responsibilities
- Manage day-to-day office operations including vendors, food, supplies, cleaning, and facilities.
- Own end-to-end interview scheduling across time zones.
- Maintain clean records and accurate stages within the ATS.
- Serve as the on-site host for guests, candidates, and executives.
- Map existing office and recruiting workflows, identifying areas for improvement.
- Act as the primary contact for vendors and building management, handling COIs, access, and maintenance.
- Manage the full candidate logistics experience, including confirmations, preparation, travel, and day-of hosting.
- Ensure debriefs, feedback, and pipeline flags are managed efficiently.
- Partner with IT on provisioning, access systems, seating, and interview room/AV setup.
- Rebuild and document weak workflows with Standard Operating Procedures (SOPs).
- Support offer logistics and the transition to onboarding.
- Lead vendor negotiations for pricing and service optimization.
- Oversee office improvements and light build-outs.
- Develop scalable systems to accommodate headcount growth and anticipate future needs.
- Manage recruiting operations as volume demands.
- Proactively identify and address needs for the office and hiring process.
Requirements
- 4+ years of experience in office operations and/or recruiting coordination within a tech or startup environment.
- Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar).
- Experience with high-volume interview scheduling.
- Proven experience working directly with vendors, contractors, and building management.
- Strong operational instincts to identify and fix inefficiencies.
- Exceptional calendar management skills with the ability to juggle competing priorities.
- Discretion and trustworthiness with confidential information.
- Comfort working in a fast-paced, high-growth startup environment with constant change.
- Clear, warm communication skills to represent Vapi to candidates, vendors, and executives.
- Proactive and hands-on approach, willing to take initiative.
Skills
- Office Operations
- Recruiting Coordination
- ATS Management (Ashby, Greenhouse, Lever)
- Interview Scheduling
- Vendor Management
- Facilities Management
- Calendar Logistics
- Process Improvement
- SOP Development
- Communication
- Problem-Solving
Location
- On-site
Work Type
- Full-time
Experience Level
- Mid-level
Salary/Compensations
- $110,000 - $120,000 per year
Benefits
- Competitive salary
- Excellent equity ownership
- Comprehensive health coverage (medical, dental, vision)
- Quarterly off-sites
- Flexible time off
- Catered meals
- Transportation
- Gym membership
- $10k annual Learning & Development (L&D) budget
About the Company
- Vapi provides Voice AI that resolves, not transfers, enabling voice agents that understand businesses and resolve issues efficiently.
- The company has powered 1 billion calls for clients like Amazon Ring, ServiceTitan, New York Life, and Intuit.
- Vapi is trusted by 1 million developers building the future of voice agents.
- The company has raised $72M, including a $50M Series B led by Peak XV Partners, with participation from Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), and Y Combinator.
- Vapi's core values include building something worthy of love, committing and following through, valuing urgency and momentum, seeking raw input, operating as one team ('It's our problem'), and being direct and kind.
- Vapi offers a generational impact by building the human interface for every business.
- The company has an ownership culture with 70% of employees being previous founders.
- Vapi has a kind team, with founders Jordan and Nikhil being Canadian.