Office Assistant 

About the role

Full-time, on-site at Pilot. Reports to the Workplace department in Administration.

Neato is growing, with team members at Pilot and working remotely. This role makes sure every new team member is ready to work on day one and has what they need while they're here.

You'll run Pilot day to day: the front door, the space, the supplies and the vendors that keep it working. You'll also ship equipment to remote team members, so Pilot is the home base for everyone, not just the people in the building.

We hire people only for work a system or AI can't do. That means this job is the hands-on part: being here, setting things up, fixing what's wrong. The repetitive parts, like reorders, call routing, and reminders, run on tools you set up and manage.

What you'll own:

1. Everyone lands ready

• Pilot team members: desk, equipment, badge and logins checked and a welcome in place before day one. You meet them at the door.
• Remote team members: laptop and starter kit ordered, set up, shipped and confirmed delivered before day one.
• Equipment list: every laptop, monitor and badge assigned to a named person and kept current.

2. Pilot runs smoothly

• Greet visitors, vendors and candidates, and run check-in.
• Run the main phone line through an automated attendant, and handle what it can't.
• Keep the kitchen, common areas and conference rooms clean and ready, and set up rooms for interviews and team sessions.
• Receive mail and packages, and handle deliveries.
• Report and follow up on building and facilities issues until they're fixed.

3. Pilot costs only what it should

• Set par levels and recurring orders for supplies, kitchen and breakroom, and manage the exceptions.
• Run team lunches, meeting catering and office events on a set schedule and budget.
• Keep every office vendor (coffee, cleaning, water, copier, snacks and similar) on the Workplace contract list with an owner, cost, renewal date and notice date. Flag each one 60 days before it renews.
• Report Pilot spend each month against budget.

4. Records stay true

• Each month, compare the equipment list, badge list and seating chart to the active roster, and send every mismatch to Head of People.
  

How we'll measure it

You're rated every quarter on culture (the Neato Standard) and on these outcomes.

Pilot team members ready

Desk, equipment, badge and logins ready before day one

100%

Remote team members ready

Kit delivered and confirmed before day one

100%

Records match

Equipment, badge and seat lists match the roster each month

100%

Office vendors tracked

Listed with owner, cost and renewal date; zero missed notice windows

100%

Pilot spend

Supplies, food and events per person per month

At or under budget

No stockouts

Core supplies out of stock

Zero

What we're looking for

• At least 1 year in a front desk, office coordinator or office assistant role, or similar customer-facing work.
• A warm, professional presence in person and on the phone.
• Reliable and punctual, and on top of dozens of small details without dropping any.
• Takes ownership: notices what needs doing, does it, and closes the loop.
• Comfortable with Google Workspace, Slack, monday.com and online ordering. 
• Uses AI and simple automations to stop doing the same task by hand twice.
• Able to lift up to 25 lbs for deliveries, restocking and equipment.

We hire and rate against the Neato Standard: Curiosity, Ownership, Leverage, Resourcefulness and Urgency.

Neato · 2026 · Equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.