Workplace Experience Coordinator

Our Mission

Reflection is a research lab making intelligence open and accessible for everyone to use, customize, and build on. We build open models that let anyone control their intelligence and help shape the future of AI. Our mission: make intelligence open and accessible to all.

Role Overview

Our SF office is the daily home base for a talent-dense team doing hard, high-stakes work, and this role makes sure that home base runs without friction. You will be the first face people see when they walk in, the person who keeps lunch, supplies, and meeting rooms running smoothly, and the go-to for anything that keeps the office humming. You will work closely with the Office Manager and IT to keep new hires equipped from day one and vendors delivering on time. This is a hands-on, on-the-ground role for someone who takes pride in a space that feels welcoming, organized, and ready for whatever the day brings.

What You'll Do

• Greet and check in guests, candidates, and visitors, keeping the front desk warm and professional

• Manage the visitor log, badges, and building security registration

• Route calls, post, and packages, and coordinate outbound shipments and couriers

• Run the daily catered lunch programme end to end: Sharebite account, headcounts, dietary needs, and order issues

• Coordinate catering and hospitality for meetings and guest visits

• Own consumables inventory: snacks, stationery, kitchen stock, printer supplies, cleaning products, and first aid, including reorders

• Maintain a ready stock of laptops and equipment for new hires and last-minute starts

• Manage meeting room bookings, AV setup, and room resets

• Support on-site events, travel logistics for visiting colleagues, and general admin for the team and Office Manager

What We're Looking For

• Genuine enjoyment of hosting and making people feel welcome

• Strong organizational instincts and comfort juggling several moving pieces at once

• Clear, proactive communication with vendors, colleagues, and guests

• Reliability and follow-through on recurring operational tasks

• Comfort with hands-on physical work: stocking, setup, deliveries, and courier coordination

• A calm, solutions-first approach when things go sideways

• Discretion and good judgment around building access and security

What We Offer:

We believe that to make intelligence open and accessible to all, you need to start at the foundation. Joining Reflection means building from the ground up as part of a talent-dense team. You will help define our future as a company, and help define the future of open foundational models.

We want you to do the most impactful work of your career with the confidence that you and the people you care about most are supported.

• Top-tier compensation: Salary and equity structured to recognize and retain our talent globally.

• Stock options: Everyone who joins and contributes to Reflection's success gets to share in the upside through stock options.

• Health & wellness: Comprehensive medical, dental, vision, and life, with an annual wellness allowance.

• Meals: Lunch and dinner are provided in the office daily.

• Life & family: 22 weeks paid parental leave for all new birthing and non-birthing parents, including adoptive and surrogate journeys.

• Vacation days: Unlimited paid time off in the U.S. and 30 days in the U.K.

• Sponsorship support: We sponsor visas to help exceptional talent join our team and support long-term immigration pathways where applicable.

• Team building: We have regular off-sites, happy hours, and team celebrations.

Export Control Notice: This position may require access to technology or source code subject to the U.S. Export Administration Regulations. Any offer of employment for this role may be conditioned on the Company's ability to provide the candidate with access to such technology or source code in compliance with applicable U.S. export control laws, which may require the Company to seek government authorization.