Office Manager

At River AI, our mission is to create personal AI owned and shaped by each individual. To achieve this, we are building the full stack required for people and organizations to create AI models of their own-from training infrastructure and open-weight model post-training to personal hardware and next-generation interfaces.

Who we are

We are scientists, engineers, and builders from the industry’s leading technology companies and AI labs. Our team has experience scaling consumer products to hundreds of millions of users and building the infrastructure behind frontier AI systems.

About the role

We're looking for an Office Manager to own the day-to-day operation of our office. This is the role that makes everything else run: visitors are greeted well, supplies are ready and re-stocked, deliveries land as expected, the space itself is safe and well-maintained, and vendors complete scheduled work. This is a hands-on, in-office position with real responsibility - you'll be the person everyone relies upon.

We're also a team that's genuinely interested in working smarter. You'll have room to utilize AI to take the repetitive parts of office operations off your plate.

What you'll do

Front desk and visitor support

• Greet clients, candidates, and guests, and make sure their visit goes smoothly from arrival to departure.
• Manage the visitor sign-in process, badges, and building access.
• Answer and route incoming calls and the general office inbox.
• Prepare conference rooms for meetings, including setup, refreshments, and reset.

Office supplies

• Track inventory and reorder office, kitchen, and breakroom supplies before they run low.
• Keep common areas, supply rooms, and workspaces organized and presentable.
• Manage office equipment, from printers to conference room technology.

Facilities management

• Act as the primary liaison with building management and the landlord on everything from HVAC and lighting to after-hours access.
• Own the preventive maintenance calendar and log, schedule repairs, and follow issues through to resolution.
• Oversee cleaning, janitorial, and waste and recycling services, and hold those vendors to the standard.
• Manage physical security: keys, badges, access permissions, and alarm codes, including issuing and revoking them as people join and leave.
• Maintain health and safety readiness - first aid supplies, fire extinguisher and alarm inspections, emergency exit routes, and evacuation procedures.
• Coordinate seating assignments, workspace setup, and office moves or reconfigurations.
• Walk the space regularly to catch problems before anyone reports them.
• Track facilities spend against budget and flag variances.

Mail and deliveries

• Receive, sort, and distribute incoming mail and packages.
• Handle outgoing shipping and courier requests, including time-sensitive deliveries.
• Coordinate catering and delivery logistics for meetings and office events.

Vendor coordination

• Serve as the primary point of contact for office vendors and service providers.
• Schedule service visits, track deliverables, and follow up on issues until they’re resolved.
• Review invoices for accuracy and route them for approval.
• Source new vendors and compare quotes when needs change.

General operations

• Support onboarding logistics for new hires, including workspace and equipment setup.
• Assist with office events, team meetings, and occasional executive support.
• Identify recurring problems and implement best practices.

Skills & Qualifications

Minimum Qualifications:

• Prior experience in a role carrying a high level of responsibility - a position where you were trusted to own outcomes, handle sensitive information, and make decisions without being managed closely.
• Genuine enthusiasm for technology and AI, with a habit of finding tools that make work faster and better.
• Excellent written and verbal communication skills.
• Strong organizational judgment: you can hold many small threads at once and know which one matters most right now.
• Practical, hands-on approach to facilities issues - comfortable troubleshooting on the spot and knowing when to call in a professional.
• Comfort with standard office software and a willingness to learn new systems quickly.
• Ability to be on-site during scheduled hours, Monday through Friday.

Preferred Qualifications: (We encourage you to apply even if you don’t meet all of these)

• Experience as a paralegal, with the attention to detail and document discipline that role demands.
• Accounting or bookkeeping experience, particularly with invoices, expenses, or budget tracking.
• Procurement or purchasing experience, including vendor negotiation and contract management.
• Formal facilities or building operations experience, or familiarity with workplace health and safety requirements. 

Logistics & Benefits

• Location: Palo Alto, California.
• Compensation: Depending on experience and skills the expected base pay is $60,000-$120,000 USD per year.
• Benefits: Comprehensive health, dental, and vision insurance; unlimited PTO.