Workplace Operations Analyst

About the role

Tenex Labs is an applied AI consulting firm that embeds engineering pods inside enterprise clients to build production AI systems, and we are growing quickly enough that the back office supporting that growth (access, vendors, compliance evidence, onboarding, offboarding, and the office itself) is still being assembled, largely by people carrying it alongside their actual jobs.

The Operations Coordinator takes that surface area over and turns it into real infrastructure, owning the systems that determine who has access to what, which vendors we are permitted to use, whether the office functions day to day, and whether we pass our audits, while sitting at the center of hiring, HR, IT, and Finance to connect everything that has to happen when someone joins, changes roles, or leaves.

Most entry-level operations jobs hand you a single piece of a process that somebody else designed, whereas this one hands you the processes themselves, several of which do not exist yet and will be built by whoever takes the role.

The position reports to the Director of Operations and works across nearly every function in the company.

What you will own

These areas are yours to both decide and execute.

IT access and provisioning

• Intake, triage, and fulfillment of all IT access requests through our Notion-based IT Service Center

• New hire access provisioning across Google Workspace, Slack, Notion, and role-specific tooling, complete before day one

• Same-day deprovisioning at departure, triggered by the departure notice, with completion evidence captured for audit

• Laptop, monitor, and peripheral procurement, imaging, shipping, and asset tracking

AI usage requests

• Review and approval of requests to use AI tools, models, and agents against our internal AI usage policy

• Maintenance of the approved-tools list and the enterprise account and SSO posture behind it, since enforced SSO is what makes clean deprovisioning possible

• Escalation of high-risk use cases

Vendor review and approval (new)

• Collection and evaluation of security documentation, SOC 2 reports, subprocessor lists, and data handling terms from external vendors

• Routing of contracts, DPAs, and BAAs to the appropriate approver

• Maintenance of the vendor inventory, including periodic re-reviews on schedule

Compliance program administration

• End-to-end ownership of our GRC relationship

• Management of our ISO 42001, ISO 27001, and SOC 2 Type II workstreams, covering evidence collection, control monitoring, remediation tracking, and auditor requests

• Upkeep of Vanta, ensuring necessary actions are reviewed and acknowledged

• Day-to-day point of contact for our external compliance partner and auditors

Office management

• The office request queue, covering badges and building access, maintenance issues, desk and equipment setup, furniture and space needs, and AV problems

• Stocking of snacks, beverages, water service, coffee, and general supplies, with reordering on a set cadence rather than in reaction to running out

• Point of contact for building management and facilities vendors, including maintenance tickets worked through to resolution

• Issuance, tracking, and deactivation of building badges, keeping badge access aligned with the same joiner, mover, and leaver events that drive system access

• Upkeep of conference rooms and shared spaces, including AV setup and the room booking platform

What you will build

The work above keeps the current operation running, while the following is the part that compounds, since each of these either does not exist yet or exists only in a form that will not survive the next fifty hires.

• A vendor review and approval process from scratch, covering intake, security review, approval routing, and periodic re-review

• An asset inventory that tracks every laptop, monitor, and badge from issue through return

• An onboarding and offboarding system that works identically for our 70th hire and our 150th

• An evidence collection cadence that turns audits into a routine rather than a fire drill

What you will also coordinate

• Ownership of the onboarding and offboarding checklist, ensuring new joiners are set up with the proper system access

• Coordination of orientation sessions and the logistics behind them for new hires

• Collection of I-9 documentation, adherence to compliance deadlines, and accurate entry of new hires into our HRIS

• Internal liaison to outside immigration counsel, gathering documentation, tracking filing deadlines, and keeping candidates and employees informed

• Initiation, monitoring, and closeout of background checks, with adverse findings escalated rather than adjudicated

• Confirmation that departure notices arrive and that the deprovisioning workflow starts the same day

What we are looking for

• Zero to two years of experience, with recent graduates encouraged to apply

• Demonstrated ownership of something from start to finish, whether that was an internship, a job, a student organization, or a project of your own

• An instinct for organization, meaning you keep a list, work the list, and do not need reminding

• Precision that holds up under volume, since access and compliance work punishes sloppiness in ways most work does not

• Comfort learning unfamiliar software quickly, since you will administer tools you have never seen before

• Willingness to move between an auditor request and a broken conference room in the same hour, and to treat both as the job

• Clear written communication, particularly when chasing people who owe you something

• Discretion with employee, candidate, and client information

Helpful but not required

• Exposure to a formal compliance program (SOC 2, ISO 27001, ISO 42001, HIPAA, or similar), whether as an owner or a contributor

• Familiarity with identity and access concepts such as SSO, MFA, role-based access, and least privilege

• Hands-on experience with Vanta, ADP, Notion, Google Workspace admin, Slack admin, or an ATS

• Experience managing an office through a move, an expansion, or a build-out

• Experience coordinating with outside immigration counsel

• Familiarity with enterprise AI tooling and the governance questions it raises

Why this role matters

Tenex is scaling toward roughly 150 people while running client work that carries real security and privacy obligations, which makes access hygiene, vendor diligence, and audit readiness closer to a precondition for selling to enterprise clients than to administrative overhead, and it makes this role the reason those things stay true as we grow and the reason the office keeps working while they do.

The position is also an unusually fast education, because within a year you will have built and run systems that most people do not touch until far later in a career and will have developed a working understanding of how a company actually operates from the inside, which is difficult to come by this early anywhere else.