Office & Recruiting Ops Manager

Voice AI that resolves, not transfers.

Most phone systems trap callers in menus and scripts. Vapi is the platform for deploying voice agents that know your business and can listen, adapt, and resolve in minutes.

• The numbers: 1 billion calls. 1 million developers. 10x enterprise ARR growth

• The customers: Amazon Ring, ServiceTitan, New York Life, Intuit, Kavak, and thousands more, from YC startups to the Fortune 500

• The news: a $50M Series B led by Peak XV Partners, with Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), Y Combinator, and our earlier backers. Total raised: $72M

Vapi (/ˈVɑːpi/):

• Voice AI that resolves, not transfers

• Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life

• Trusted by 1 million developers building the future of voice agents

• Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised

• Try talking to Vapi now!

Role: Office & Recruiting Ops Manager

Why We’re Hiring This Role:

We need one trusted operator to own the two things that define how Vapi feels from the inside: the physical workplace and a candidate's first impression of us. You'll be the central point of contact for vendors, facilities, and on-site operations — and the connective tissue of our recruiting process. Ideal for someone who thrives in ambiguity and thinks well beyond the job description.

What You’ll Do:

• 30 Day: Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls. Own interview scheduling end-to-end across time zones. Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages. Step in as on-site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what's broken or ad-hoc.

• 60 Day: Become the primary contact for all vendors and building management (COIs, access, maintenance). Run the full candidate logistics experience — confirmations, prep, travel, day-of hosting — and keep loops moving (debriefs, feedback, stalled-pipeline flags). Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and writing SOPs. Support offer logistics and the handoff into onboarding.

• 90 Day: Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Run light recruiting ops as volume demands. Own problems end-to-end and proactively surface what the office and hiring process need next.

Who You Are:

• 4+ years across office operations and/or recruiting coordination in a tech or startup environment (we'll weight the mix toward whichever half is heaviest for us today)

• Hands-on experience with an ATS (Ashby, Greenhouse, Lever, or similar) and high-volume interview scheduling

• Proven experience working directly with vendors, contractors, and building management

• Strong operational instincts — you notice what's broken, missing, or inefficient and fix it

• Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything

• Discreet and trustworthy with confidential candidate and compensation information

• Comfortable in a fast-paced, high-growth startup with constant change

• Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike

• Hands-on, proactive, and willing to roll up your sleeves

How We Work:

• Build something worthy of love

  • Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.

• Commit and follow through

  • We finish what we start and build trust by being people others can count on.

• Why not today?

  • We value urgency and momentum. The fastest path to customer value usually wins.

• Seek raw input

  • We go directly to customers, data, and teammates instead of relying on summaries or assumptions.

• It’s our problem

  • We operate as one team. We share credit, own mistakes together, and support each other when things get hard.

• Be direct and kind

  • We give feedback clearly, respectfully, and without delay.

Why Vapi:

• Generational impact: Build the human interface for every business

• Ownership culture: 70% of the company are previous founders

• Kind team: The founders, Jordan and Nikhil, are Canadians

• Tier-1 Investors: YC, KP seed, Bessemer Series A

What We Offer:

• Real stake: We offer a competitive salary and excellent equity ownership

• Comprehensive health coverage: medical, dental, and vision plans