People and Workplace Operations Coordinator

Twelve Labs is pioneering the development of cutting-edge multimodal foundation models for video comprehension. They are seeking a People and Workplace Operations Coordinator to manage HR functions and workplace operations, ensuring a smooth onboarding experience and maintaining office operations across locations.

Responsibilities:

• 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