Office Operations Specialist (AI)

Location: Must be physically located in Nashville, Tennessee, United States. In-office Monday through Thursday from 8:00 AM to 5:00 PM, with remote work on Friday and some exceptions. Candidates residing in Hawaii are not currently considered. Some travel may be required.

Target compensation: $65,000–$70,000 USD annually, including base salary and bonus.

Company

hirify.global and Crayon form a global AI-powered software and cloud solutions provider operating in more than 70 countries with over 13,000 professionals.

What you will do

• Welcome visitors, manage sign-in procedures, answer calls, coordinate meeting rooms, and oversee mail, deliveries, office supplies, and expenses.
• Manage vendors, contracts, office policies, building access, security systems, maintenance requests, required postings, and business continuity support.
• Coordinate employee events, catered lunches, onboarding and departure activities, leadership meetings, lunch-and-learns, hotel reservations, and office communications.
• Support partner and customer meetings by coordinating office access, room setup, catering, and meeting logistics.
• Manage document retention and the compliant purge of on-site department files.
• Provide executive administrative support, including calendar management, travel, meetings, agendas, expenses, invoices, filing systems, and distribution lists for a VP and the VP’s team.

Requirements

• Must be physically located in Nashville, Tennessee.
• At least 3 years of experience in an administrative or office management role.
• Practical experience using AI to improve workflows, automate tasks, support decision-making, or increase impact.
• Proficiency with the Microsoft 365 suite and strong organization, prioritization, communication, analytical, and problem-solving skills.
• Ability to build rapport with internal and external stakeholders, work cross-functionally, perform under pressure, and manage a fast-paced environment.
• Ability to lift, carry, and move up to 25 pounds; professional appearance and manner required.

Culture & Benefits

• Independent work environment with decision-making autonomy and limited bureaucracy.
• Medical, dental, vision, voluntary insurance options, wellness support, EAP, concierge services, and prepaid legal services.
• 401(k) plan with employer matching, employee stock purchase plan, paid holidays, floating holidays, birthday leave, volunteer day, and discretionary time off.
• Learning and development opportunities, tuition reimbursement, and company-paid parking for Nashville and Milwaukee-based office employees.
• Inclusive, collaborative culture with remote-friendly colleagues, while this role requires regular in-office attendance.