Business Operations Coordinator, Waltlabs

• Strong organizational skills and attention to detail
• Proven ability to manage logistics, schedules, and multi-department checklists
• Familiarity with tools like Google Workspace, Slack, Jira, and Confluence
• Comfort navigating a fast-paced environment with shifting priorities
• Solid written communication skills and experience proofreading
• Comfortable managing travel, basic expense tracking, and internal systems
• Highly dependable, self-directed, and able to follow through with minimal supervision
• Friendly and composed under pressure; maintains professional tone at all times
• Proactive communicator and task-mover: identifies gaps and closes them
• Maintains confidentiality and discretion across HR and legal processes

Desirable

• The Business Operations Coordinator at WALT Labs is a vital anchor role responsible for maintaining the smooth daily operation of our office environment while supporting the execution of internal systems across HR and Operational functions
• This individual ensures action items move forward across teams, coordinates logistics for the UK, US and global office functions, supports company events and communications, and takes ownership of internal workflows that affect employee experience and team productivity
• This is a structured, proactive, and hands-on role, critical to keeping the organisation aligned and efficient
• Office Operations & Facilities
• Open and close the office daily (US) / coordinate schedules of team with shared working space (UK)
• Maintain a tidy, professional office space—coordinate with cleaners and vendors as needed
• Monitor and restock supplies: office, kitchen, cleaning, and restroom inventory
• Manage all shipping, receiving, and mail handling
• Book car services, couriers, and coordinate in-person Google visits
• Maintain a curated local list of hotels, restaurants, and logistics vendors (for London and UK-based events)
• Prepare travel reimbursement reports as required
• Administrative Process Ownership
• Join meetings as needed, aid in capturing actions from AI tools
• Track and follow through on team tasks and checklists—ensure accountability and reminders
• Manage shared calendars, conference room bookings, and office event logistics
• Proofread documents, internal decks, or collateral before publication or leadership review
• Identify and anticipate recurring administrative needs (e.g., quarterly tasks, seasonal operations, compliance timelines) and proactively initiate actions or reminders
• Support with formatting and updating internal documentation (handbooks, guides, newsletters, templates)
• HR & Onboarding Support
• Support onboarding logistics for new hires:
• Coordinate laptop/tech shipping and access provisioning
• Update shared calendars and confirm 1:1s and onboarding meetings
• Deliver onboarding slide decks or checklists
• Ensure PTO and handoff documentation is completed and reflected in calendars
• Support HR comms such as company-wide announcements
• Compliance & Documentation
• Review legal documents for basic formatting and completeness before circulation
• Track document signature status and organize signed versions in the appropriate Drive folders
• Coordinate document access or routing between HR, Legal, and Operations
• Maintain a working knowledge of basic onboarding and contractor agreement flows