Admin Operations Coordinator

About the Institute of Foundation Models We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy. As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers.

The Role We are seeking an Admin Operations Coordinator to manage front desk operations and provide administrative and recruiting support to our Operations and Talent Acquisition teams. This role is evenly split: 50% of your time will be dedicated to front desk management and greeting guests, candidates, and employees at our Sunnyvale office. The remaining 50% will focus on candidate travel management, recruiting coordination, general administrative tasks, and collaborating with our Workplace Operations Coordinator on day-to-day office needs. The ideal candidate is customer-service-driven, highly organized, and thrives in a fast-paced environment where attention to detail and a welcoming demeanor are essential.

Key Responsibilities 1. Front Desk & Guest Experience (50%)

• Reception & Host: Serve as the primary onsite point of contact, managing the front desk during core business hours to greet employees, job candidates, visitors, and vendors.

• Visitor Access & Security: Manage visitor check-in procedures, issue guest passes, coordinate with internal hosts, and ensure compliance with building security guidelines.

• Front-of-House Maintenance: Keep the reception area, lobby, and primary candidate/guest spaces immaculate, organized, and welcoming.

• Deliveries & Mail: Receive, log, and distribute all incoming mail, packages, and deliveries; assist with outgoing shipments.

2. Candidate Travel, Recruiting & Admin Operations Support (50%)

• Candidate Travel Coordination: Book and coordinate candidate travel arrangements (flights, hotels, rental cars/ground transportation, and expense/reimbursement guidance) for onsite interview loops.

• Recruiting Logistics: Schedule candidate interviews, manage complex interviewing calendars, coordinate candidate communications, and host onsite interview loops.

• Candidate & Guest Onsite Experience: Coordinate candidate arrival logistics , escort candidates to interview rooms, and ensure an exceptional, high-touch interview experience.

• Office & Vendor Operations: Partner with the Workplace Operations Coordinator to order office supplies, coordinate catering/lunches, prep meeting spaces, and assist with vendor service visits.

• Process Improvement: Identify opportunities to continuously improve travel booking workflows, recruiting coordination, and front office operational efficiency.

• Cross-Functional Support:  Provide administrative and operational support across Operations, Human Resources, Recruiting, Finance, IT, and Workplace Services as business needs arise. Assist with special projects and perform other duties as reasonably assigned.

Requirements • Experience: 2–4 years of experience in front desk reception, office administration, recruiting coordination, or customer service.

• Calendar & Travel Coordination: Demonstrated experience coordinating complex interview calendars and managing corporate travel bookings for candidates or team members.

• Customer Service Mindset: Outstanding interpersonal and communication skills with a polished, welcoming, and professional demeanor.

• Software Skills: Proficiency with Microsoft Office / Microsoft 365.

• ATS Experience: Hands-on experience with an applicant tracking system (Lever, Greenhouse, Ashby, or similar) preferred.

• Multi-tasking: Ability to balance front-desk duties with administrative and travel logistics in a fast-paced environment.

• Education: Bachelor's degree preferred.