Operations Coordinator

FocusKPI is seeking an Operations Coordinator to join one of our clients, a high-tech SaaS company. 

The client's Robot Intelligence Lab is seeking an Operations Coordinator to provide administrative support for complex technical projects and executive/team operations. Their ideal candidate is detail-oriented, highly organized, proficient at written and oral communication, and proactive at coordinating the team’s activities with internal and external partners. You will work closely with lab leadership and team members to document objectives, milestones, and meetings, and will additionally help manage the day-to-day operations for the team and provide executive administrative support to leadership.

Work Location: Mountain View, CA (Onsite role, 5 days/week onsite)

Duration: 12-month contract 

Pay Range: $30 - 36/hr

Responsibilities:

Project Coordination:

• Help orchestrate efficient meetings by requesting agenda items, taking meeting notes and minutes, sending reminders internally and externally for follow-up issues, and preparing meeting materials.

• Track milestones and metrics for internal and external deliverables. Help maintain project schedules by working closely with team members, partners, and vendors to communicate requirements using multiple tools (e.g., email, file sharing, Confluence, Jira).

• Organize diverse sources of information into coherent, accessible, and authoritative documentation to standardize business procedures and reporting protocols.

• Assemble information from lab documents into reports.

• Work with cross-functional teams—including the Lab leader, RIL team members, external partners, vendors, administrative staff, and facilities staff—to gather requirements, provide updates, manage expectations, and address concerns.

Executive & Administrative Support:

• Provide daily administrative support to leadership, including managing complex calendars, email communications, calls, and travel arrangements.

• Coordinate scheduling across internal and external stakeholders.

• Prepare meeting and workshop logistics, including agendas, confirmations, welcome packets, final documentation, name badges, and signage.

Team & Office Operations:

• Oversee general office operations, including ordering supplies, facilities coordination, and shipping/receiving.

• Assist in planning and coordinating office events.

• Support onboarding for new hires (e.g., ordering equipment, desk setup, business materials).

• Respond to ad hoc requests from leadership and team members.

Qualifications:

• 3+ years of experience with tracking and organizing complex, multi-stakeholder projects and/or administrative operations support

• Education: Bachelor’s Degree or higher

• Ability to initiate and organize projects, gather resources, adapt to changes, and document program progression in detail to increase focus, follow-through, and clarity across teams

• Strong written and oral English language skills, including courteous email communication

• Ability to earn trust and work across diverse groups

• Ability to quickly grasp technical concepts under pressure and manage multiple priorities simultaneously

• Experience with Microsoft Office (Excel, Word, SharePoint, Teams, Outlook), Slack, Box, Confluence, GitHub, and Jira

• Strong organizational and time management skills with attention to detail

• Ability to handle confidential information with discretion

• Ability to multi-task effectively in a fast-paced environment

• Strong customer service and problem-solving mindset

Preferred Qualifications:

• Educational background in an engineering or science discipline

• Experience in high-tech, media, or research environments

• Prior experience supporting executives or senior leadership

• Korean Bilingual (not highly prioritized)

Thank you!

FocusKPI Hiring Team

Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practice and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.

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