Operations Coordinator

Operations Coordinator

Observable Space is hiring an Operations Coordinator to join our growing Business Operations function and bring structure, ownership and follow through to critical business processes across the company. You'll start by building structure around contract administration and expand into operational tracking, documentation, vendor coordination, and broader business operations responsibilities as the company grows.

A major initial focus will be contract administration. Without an internal legal or contracts function, agreements ranging from customer contracts and vendor agreements to NDAs require disciplined coordination preparing and routing documents for review and signature, tracking status and key dates, maintaining accurate records, and knowing when something needs to be escalated. You'll own the administrative process from draft through execution, ensuring agreements move efficiently and accurately at every stage.

Your responsibilities will include:

• Own the end-to-end coordination of agreements from initial receipt through execution, including routing for review and signature, tracking status, and following up with internal and external parties
• Prepare, convert, and format contracts and other business documents to facilitate review and execution
• Maintain a central contract tracker, including agreements under review or awaiting signature, executed agreements, key dates, renewal terms, and other relevant information
• Review agreements against established templates and processes, flagging deviations or non-standard terms for the appropriate business owner or outside counsel to assess
• Maintain an organized repository of executed agreements and supporting documentation
• Help establish and improve contract administration processes, templates, and approval workflows as the company grows
• Maintain key operational trackers and documentation so leadership has an accurate, current view of priorities and outstanding actions
• Support documentation organization and process improvement across company systems
• Prepare materials, track action items, and drive follow-up for the COO and VP of Operations
• Identify opportunities to bring greater structure and efficiency to recurring administrative and operational processes
• Coordinate vendor onboarding and related documentation, compliance, and administrative requirements
• Support company and vendor registrations, certifications, compliance documentation, and renewals, ensuring requirements and deadlines are tracked and completed
• Support coordination across Operations, Finance, and other teams to keep operational processes moving
• Provide ad hoc operational support as priorities shift and take on broader responsibilities as the Business Operations function grows

You'll bring:

• 3+ years experience in business administration, contract administration, executive support, or a similar coordination focused role; exposure to contracts or vendor management
• Exceptional attention to detail and a high bar for accuracy
• Strong organizational instincts and the discipline to keep processes, trackers, and documentation current without being asked
• Strong follow-through and the ability to manage multiple open items without letting things fall through the cracks
• Comfortable operating in ambiguity and good judgment about when to resolve something independently versus escalate
• Proficiency with tools such as DocuSign, Adobe Acrobat, Google Workspace, and Microsoft Office, with comfort learning new tools and systems
• Comfort using AI and other productivity tools to work efficiently and solve administrative problems

You are:

• Organized by nature, not just by job description
• A clear, proactive communicator who follows up without being chased
• Resourceful and comfortable figuring things out when there isn't an established process
• Trustworthy with sensitive information
• Excited to grow the scope of a role as the company scales, rather than needing it fully defined on day one

Why you'll love it here:

• Help build the processes and infrastructure that will support Observable Space as we scale

What we offer:

• Competitive Compensation A salary package aligned with industry standards and your experience.
• Equity Opportunities Take part in our success with stock options.
• Flexible Work Environment Enjoy working from our office or in a hybrid work setup with the flexibility to work remotely part of the week. We require a minimum of 3 days per week in our office to support collaboration and team culture. (LA Office only)
• Unlimited PTO (exempt only) Take the time you need with our flexible, trust-based vacation policy, including paid holidays. We encourage everyone to rest, recharge, and take care of themselves.
• Health & Wellness Comprehensive medical, dental, and vision coverage with 100% of the premium paid by the employer for employees.
• Cutting-Edge Tools Get access to the latest hardware and software you need to do your best work.
• Mission-Driven Culture Be part of a team working on meaningful challenges with real-world impact.
• Inclusive Team We foster a supportive and diverse workplace where all voices are valued.

Observable Space is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.