Workplace & Operations Coordinator

About Maisa

maisa AI enables enterprises to confidently delegate mission-critical tasks to Digital Workers and AI Agents. Our unique computational approach combines AI intelligence with proven Chain-of-Work execution, while continuously capturing and transforming enterprise know-how into reusable knowledge. This allows enterprises to deploy AI agents that grow smarter through feedback and real-world usage, maintaining full traceability and accountability. As the evolution of RPA, our platform sets new standards for reliable and accountable enterprise agentic process automation leveraging AI.

The Role

We're seeking a highly organized and proactive Workplace & Operations Coordinator to serve as a critical liaison between our COO/LT and various external operational service providers. This role requires exceptional coordination skills, meticulous attention to detail, and the ability to manage multiple priorities across finance, HR, workplace, and legal administrative areas. Reporting directly to COO, you'll ensure smooth day-to-day operations while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Finance Administration

• Coordinate with external finance providers on invoices, payments, and expense processing
• Support monthly financial closing procedures by gathering necessary documentation
• Manage expense reporting system and ensure timely reimbursements
• Track budgets and assist with financial documentation organization
  
  

HR Coordination

• Liaise with external HR service providers to ensure seamless delivery of HR services
• Coordinate payroll processing with external providers
• Maintain employee records and assist with onboarding/offboarding logistics
• Support recruitment administration when needed
  
  

Workplace Management

• Oversee office operations, including facilities, equipment, and supplies
• Coordinate with vendors for office maintenance and services
• Support remote work arrangements, including equipment management and shipping
• Organize company events, meetings, and travel arrangements
  
  

Legal Administrative Support

• Assist with basic legal administrative tasks and documentation
• Coordinate with external legal providers on administrative matters
• Maintain organized records of legal documents
• Follow up on signatures and filing of necessary paperwork
  
  

General Operations

• Serve as the primary point of contact for operational inquiries
• Develop and maintain operational procedures and documentation
• Identify opportunities for process improvement
• Anticipate needs and proactively solve problems before they escalate
  
  

Required Qualifications

• 3-5 years of professional experience in operations, office management, or executive support roles
• Exceptional organizational abilities with meticulous attention to detail
• Outstanding written and verbal communication skills
• Demonstrated ability to manage multiple priorities effectively
• Proficiency with office productivity tools (GSuite, ChatGPT)
• Experience coordinating with external service providers
• Strong problem-solving skills and ability to work independently
• High level of discretion when handling confidential information
  
  

Desired Qualities

• Experience working in a startup or fast-paced environment
• Familiarity with financial processes and basic accounting principles
• Knowledge of HR procedures and best practices
• Experience with operations in a technology company
• Comfort with ambiguity and ability to adapt quickly to changing priorities
• Proactive mindset with high personal agency
• Ability to anticipate needs before they arise
• Interest in AI and emerging technologies
  
  

What We Offer

• Opportunity to play a crucial role in a cutting-edge AI company
• Flat organization focused on impact rather than hierarchy
• Collaborative work environment with experienced professionals
• Competitive compensation package
• Flexible work arrangements
• Growth opportunities in an expanding organization