The Role
Pilot.com is looking for a dynamic and detail-oriented Workplace & People Operations Coordinator to join our San Francisco team. This role touches nearly every aspect of our in-office experience, from creating a warm welcome at the front desk to coordinating office events that bring our teams together, to supporting new hire onboarding, to maintaining smooth facilities operations.
You’ll be the go-to person for all things related to our San Francisco and Nashville workspace while also supporting key People Operations functions that shape our employee experience across the organization. The ideal candidate is someone who loves creating seamless experiences, building community, and juggling a wide variety of responsibilities.
This is a hybrid role requiring 3-4 days per week in office.
Key Responsibilities
Facilities & Vendor Management
- Manage vendor relationships for both San Francisco and Nashville, including track and manage service agreements and invoicing for vendors.
- Order and manage food/snacks and ensure kitchens and common areas are well-stocked.
- Oversee office maintenance and respond to day-to-day facilities issues.
- Coordinate new hire laptop shipments, badge creation, and access provisioning.
- Manage visitor check-in process and coordinate with building security as needed.
- Facilitate deliveries, manage physical mail, and oversee our online PO box mailbox.
Office Culture & Events
- Plan and execute in-office events (e.g., team lunches, celebrations, volunteer days, affinity group events) that promote collaboration and our in-office first culture.
- Partner with internal stakeholders and employee resource groups to ensure events are inclusive and reflect company values.
- Own event logistics including catering, space setup, and vendor coordination.
People Operations Support
- Lead and facilitate the new hire onboarding experience, including coordination with IT for equipment/setup, leading welcome presentations, and ensuring a smooth first day.
- Coordinate onsite interview schedules and greet candidates.
- Maintain and update content on the company intranet.
- Support the People team with ad-hoc projects and initiatives as needed.
About You
- 2+ years of experience in office management, people operations, reception, or similar roles.
- Human Resource experience or an interest in growing your career in the HR field a strong plus.
- Highly detail orientated with excellent organizational and multitasking skills with a proactive mindset.
- Friendly, professional demeanor and passion for creating positive experiences.
- Strong written and verbal communication skills.
- Comfortable working independently in a fast-paced environment.
- Motivated, eager to learn, and excited to take ownership of a wide range of responsibilities
- Experience using tools such as Google Workspace and familiarity with HR systems or intranet platforms is a plus.
About Pilot
Pilot launched in 2017 to bring the back office into the modern era. Pilot provides small businesses with dedicated finance experts - which Pilot hires as full-time, U.S.-based employees - who learn the ins-and-outs of their business. Pilot integrates directly with the billing, banking, expense, and payroll systems customers already use. With a special blend of custom software and expert bookkeepers, Pilot delivers accurate, consistent bookkeeping and financial management and tax services that give entrepreneurs the freedom to focus on their business.
Pilot has over 2,000 customers and has raised over $170 million in financing from Sequoia, Index Ventures, Stripe, Bezos Expeditions, and Whale Rock. Our investors also include a long list of world-class entrepreneurs, including Patrick and John Collison, Drew Houston, and Diane Greene. Our most recent funding round doubled our valuation to $1.2 billion – Meet Fintech’s Newest Unicorn.
Why Pilot?
- We invest in our employees’ development and happiness because our employees are the keys to our success and ensuring happy customers
- The opportunity to join a seasoned founding team that has led companies through two prior successful startups and acquisitions (by Oracle and Dropbox).
- Flexible vacation/time-off policy
- All federal holidays are observed
- Competitive benefits package including wellness benefits such as Spring Health and One Medical
- Parental leave for birthing or non-birthing parents – 100% pay for 12 weeks
- 401(k) plan
The base pay range target for the role seniority described in this job description is $68,000 - $92,000 in San Francisco, CA. Final offer amounts depend on multiple factors such as candidate experience and expertise, geographic location, total compensation, and market data. In addition to cash pay, full-time regular positions are eligible for equity, 401(k), health benefits, and other benefits; some of these benefits may be available for part-time or temporary positions.
Pilot commits to provide a work environment free of discrimination and harassment, as well as equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. You may view all of Pilot’s recruiting notices here, including our EEO policy, recruitment agency policy, recruitment scam notice, and important E-Verify information. You may view our job candidate privacy policy here.
Top Skills
What We Do
Pilot launched in 2017 to bring the back office into the modern era. Pilot provides small businesses with dedicated finance experts - which Pilot hires as full-time, U.S.-based employees - who learn the ins-and-outs of their business. Pilot integrates directly with the billing, banking, expense, and payroll systems customers already use. With a special blend of custom software and expert bookkeepers, Pilot delivers accurate, consistent bookkeeping and financial management and tax services that give entrepreneurs the freedom to focus on their business.
Why Work With Us
Pilot is truly a diverse company. We embrace people from all backgrounds including those who were formerly incarcerated. In addition, with our high growth environment we love to promote people within and offer them great career opportunities.
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