Office Specialist (Part-Time)

9amHealth is an AI-enabled virtual specialty care platform focused on managing high-cost chronic conditions at scale. The company partners with employers, health plans, and pharmacy benefit managers to deliver comprehensive, cost-effective medical care for individuals living with obesity, diabetes, hypertension, and dyslipidemia. The Part-Time Office Specialist will own the day-to-day running of the Encinitas, CA office, making sure the space is functional, welcoming, and ready for in office employees and visiting teams. This is an Encinitas-based role requiring 3–4 days onsite each week, including Tuesdays, Wednesdays, and Thursdays, averaging 20 hours per week. The onsite schedule may shift to support visiting teams and office needs. The role is expected to grow with the company and may lead to a full-time role with broader ownership of workplace and employee experience initiatives.

Responsibilities

Keep the office running: maintain supplies and shared spaces, check that workstations and meeting rooms are functional, welcoming, and safe, and coordinate fixes; Build and maintain a reliable mail process: collect and securely process mail, route items to the right owners, follow up on time-sensitive items, and coordinate with Finance on checks and deposits; Own facilities end-to-end: identify maintenance needs, arrange repairs, coordinate vendor, cleaner, and property manager access, track issues through resolution, obtain quotes, and escalate costs or decisions needing approval; Stay ahead of recurring needs: keep a simple schedule for cleaning, supplies, waste collection, maintenance, and repeat tasks, and document how work gets done; Be the POC for unexpected issues: arrange prompt responses to problems such as AC breakdowns or plumbing issues, while escalating significant spend or risk; Support the onsite experience: coordinate space, meeting-room availability, supplies, lunches, and practical details ahead of team gatherings; Build simple processes: document how recurring office needs are handled and identify ways to improve efficiency as the company grows; Partner with IT on workplace logistics: coordinate workspace and meeting-room needs (IT owns devices, technical systems, and administration); Provide occasional administrative support to the COO: coordinate scheduling, book flights and hotels, assist with travel logistics and calendar updates

Requirements

1–2 years of experience in a start up setting independently running office, workplace, or facilities operations; Proactive approach to solving problems and managing day-to-day needs; Comfortable working onsite and managing multiple priorities; Strong communication skills and ability to work with employees, vendors, and cross-functional teams; Strong organization and follow-through with vendors and the ability to solve practical problems without a detailed playbook; Detail-oriented with the ability to coordinate and manage scheduling and travel arrangements accurately, handle changing priorities, and communicate proactively; Good judgment about what to handle independently, what to recommend, and what to escalate; An eye for what people will need onsite before they have to ask; Comfortable creating simple, useful processes rather than waiting for perfect ones

Nice to have

Bachelor's degree

Benefits

Professional development budget; Support for continuing education