People and Workplace Operations Coordinator, Twelve Labs

• 3–4 years of experience in People Ops, HR coordination, office management, or a role where you wore many hats at a fast-moving company
• Hands-on experience with HRIS platforms and a comfort with maintaining data integrity across systems
• Familiarity with I-9 verification and e-verify processes
• A highly organized, detail-obsessed working style - you're the person others rely on to "just get it done"
• Great communication instincts: you're quick, clear, and collaborative with employees at all levels
• Experience handling confidential HR documentation with discretion and professionalism
• A scrappy, solution-oriented mindset - you don't wait to be told; you ask questions and take the first pass
• Comfort with Google Workspace, Slack, Notion, and curiosity to learn whatever comes next

Desirable

• We're hiring our first People & Workplace Operations Coordinator - someone who gets energy from making things hum
• This role spans HR and Workplace Operations, which means you'll touch everything from onboarding and benefits to office ops and vendor relationships
• It's not glamorous on paper, but in practice
• You're the reason people love coming to work at TwelveLabs
• You're the person who makes sure the engine doesn't miss a beat
• On the people side, that means owning the full employee and contractor lifecycle from the moment someone signs their offer — onboarding flows, I-9 compliance, HRIS data integrity across BambooHR and Sequoia, benefits administration, and the HR documentation that keeps us consistent and compliant as we grow
• On the workplace side, you're our SF office's single point of accountability: vendors call you first, supplies don't run out because of you, and every new hire walks in on Day 1 to find everything ready
• You'll also provide operational support for our NY and UK offices, helping keep those locations connected to how we run things globally as we grow
• This role is for someone who brings organization, calm, and energy to everything they touch
• You're equally comfortable sending a DocuSign contract as you are chasing down a facilities vendor - and you take pride in running the details so others don't have to
• Own the full employee and contractor onboarding workflow from recruiter handoff to start date, including sending swag, coordinating office access, and ensuring a smooth Day 1 experience
• Manage I-9 verification and e-verify compliance for all new hires
• Maintain data integrity across BambooHR and Sequoia, including auditing job codes, department levels, and reporting structures to ensure seamless integration with Finance and IT
• Own the relationship and day-to-day back-and-forth with Sequoia, helping to resolve employee questions, request reporting, etc
• Support stakeholder reporting and documentation requests across People Ops, including organizing and preparing sensitive data packages for audits, due diligence, and internal requests
• Send confidential documentation and contracts to employees via BambooHR (e.g., internal transfers, commission plans)
• Draft, update, and maintain internal HR policies and processes in Notion
• Serve as the first point of contact for all employee HR questions - triaging requests, resolving what you can, and routing to the right owner when needed
• Own contractor onboarding and offboarding flows end-to-end, including contract sending and system access coordination
• Serve as the primary owner of SF office operations, including new hire and traveler office access, facilities vendors (janitorial, electrician, HVAC), and day-to-day office issues; provide operational support for our NY and UK offices as needed
• Manage office supplies ordering, aesthetics (plants, signage), mail and deliveries, and desk setup for new hires
• Coordinate with facilities vendors and property management for routine and urgent issues
• Own logistics and execution for internal events, team gatherings, and company-wide summits
• Support health, safety, and emergency readiness programs for the SF office
• Maintain asset inventory tracking for office equipment
• Support internal brand programs including employee swag and welcome kits
• Assist with vendor coordination, procurement, and travel logistics for team events and group programs
• Contribute to a strong team culture through clear communication, proactive follow-through, and a collaborative mindset
• Perform administrative tasks related to the responsibilities above as needed