Workplace Operations Coordinator

Overview

GC AI is the fastest-growing and most trusted legal AI platform for in‑house legal teams. We're building the future of legal work, and we're doing it fast. You'll join at a pivotal moment—when decisions matter, impact is immediate, and the runway to shape your career is wide open. We’re a high‑performing team where you'll have real ownership and influence from day one.

More than 1,500 companies use GC AI to drive their business forward, including 150+ public companies, 25+ unicorns, and brands such as News Corp, Miro, Bass Pro Shops, Snyk, Skims, Liquid Death, Vercel, Zscaler, and TIME.

We've 10x'd revenue in 12 months, raised a $60 million Series B (valued at $555 million), and are growing faster than ever. We are backed by incredible investors, including Scale Venture Partners, Northzone, Sound Ventures, and Guillermo Rauch, CEO of Vercel.

This role is based out of our San Mateo, CA office. Team members within approximately 50 miles of the office operate on a hybrid schedule (Tuesday, Wednesday, Thursday in‑office). On‑site presence beyond the hybrid schedule may be needed to support office operations, vendor coordination, and employee experience moments.

We are looking for someone who can own two things at once: the operational backbone of People Ops and the physical environment where our team does its best work. As GC AI scales, this role ensures that our people processes run with precision and our workplace runs without friction, so the team can stay focused on building.

You’ll report to the Director of People Ops and partner cross‑functionally with Engineering, IT, Finance, Legal, and external vendors (building management, contractors, security, A/V, furniture, catering, and more). There is no narrow lane: the mandate is to own the day‑to‑day people and workplace outcomes end‑to‑end and continuously improve how we operate as we grow.

Success in this role looks like an office that "just works," employees who feel supported from day one, and systems that scale without becoming bureaucratic.

• Maintain accurate and up‑to‑date employee records within HRIS and personnel files, ensuring data integrity, organization, and compliance with company policies.
• Administer and monitor Form I‑9 employment‑eligibility verifications, ensuring timely completion, accurate documentation, and adherence to federal regulations.
• Support new hire onboarding by preparing required documentation, coordinating system access setup, and scheduling orientation sessions.
• Partner with People Operations, IT, and hiring managers to deliver a welcoming and well‑coordinated first‑day experience for new employees.
• Assist with off‑boarding processes, including documentation collection, system access updates, and coordination of exit procedures.
• Manage sensitive employee information with the highest level of discretion, ensuring strict confidentiality at all times.
• Proactively identify and implement workflow improvements, leveraging AI and other tools to automate backend processes.

• Own day‑to‑day office operations: facilities issues, supplies, conference rooms, mail, visitors, on‑site support, desk assignments, shared‑space guidelines, and landlord coordination.
• Build and manage the vendor ecosystem (janitorial, security, access control, furniture, catering, repairs, IT/A‑V partners), including sourcing, negotiating, and performance management.
• Create scalable workplace systems and processes (ticketing/intake, procurement workflows, inventory, onboarding checklists, documentation, office norms) that reduce interruptions and increase reliability.
• Manage workplace budgets and planning: track spend, identify cost‑saving opportunities, and make high‑ROI investment recommendations that improve the employee experience.

• Partner with People Ops on holistic employee experience, including onboarding moments, in‑office rituals, events, and programming that reinforces belonging and connection while protecting focused work time.
• Drive health, safety, and preparedness basics, including emergency planning, incident response readiness, first‑aid…