People & Operations Coordinator

About Mesa Quantum

Mesa Quantum is building the next generation of quantum sensing and Position, Navigation, and Timing (PNT) technologies. Our mission is to make quantum technologies practical, scalable, and deployable in real-world applications spanning defense, critical infrastructure, telecommunications, and autonomous systems.

We are a fast-growing deep-tech startup backed by leading investors, government partners, and industry stakeholders. As we continue to scale, we are looking for a highly organized and proactive People & Operations Coordinator to help keep the company running smoothly.

Role Overview

This role sits at the center of Mesa's day-to-day operations. You will be responsible for ensuring that employees have what they need to succeed, vendors and suppliers are managed effectively, operational processes run smoothly, and important administrative responsibilities are executed reliably.

This role is not limited to executing existing processes. The ideal candidate has experience building, documenting, implementing, and improving People Operations and HR processes from the ground up. This may include developing processes for onboarding, offboarding, employee documentation, performance management, benefits administration, employee lifecycle management, and other people-related workflows as the company grows.

The ideal candidate enjoys creating order from complexity, takes pride in being highly organized, and is energized by helping teams operate efficiently. This is a hands-on role for someone who notices when something needs to be done and takes ownership of it.

Success in this position means that employees are onboarded seamlessly, purchases are completed on time, facilities run smoothly, records are organized, and operational details never become bottlenecks for the team.

Responsibilities

People Operations

• Coordinate employee onboarding and offboarding activities.

• Prepare offer letters and onboarding documentation.
• Coordinate employee accounts, equipment, access, and setup.
• Support payroll and benefits administration.
• Maintain employee records and documentation.
• Assist with performance review implementation and employee documentation processes.
• Help implement and maintain company policies and procedures.
• Support recruiting and hiring activities as needed.
• Build, document, implement, and continuously improve People Operations processes, rather than simply executing established workflows.
• Develop scalable employee lifecycle processes, including onboarding, offboarding, employee records, performance management, and other HR workflows as the company grows.
• Identify gaps or inefficiencies in existing People processes and proactively create practical solutions, documentation, and systems to address them.

Procurement & Vendor Management

• Coordinate office, laboratory, and operational purchases.
• Manage office supplies, onboarding supplies, and general inventory.
• Track orders, deliveries, and purchasing requests.
• Build and maintain relationships with vendors and service providers.
• Coordinate software licenses, subscriptions, and renewals.

Facilities & Workplace Operations

• Help maintain a safe, organized, and efficient workplace.
• Coordinate facilities vendors, maintenance providers, and service contractors.
• Manage relationships with cleaning, maintenance, and office support vendors.
• Assist with office moves, installations, repairs, and workplace improvements.
• Coordinate with IT and cybersecurity vendors and service providers as needed

Administrative & Operational Support

• Maintain organized records, documentation, and operational systems.
• Track deadlines, renewals, contracts, and recurring operational requirements.
• Support company events, team activities, meetings, and office logistics.
•  Identify operational gaps, recommend improvements, and proactively implement solutions.
• Assist leadership with special projects and administrative initiatives as needed.

Required

• Amazing communication skills, continuously seeking leadership input for alignment, and sharing updates as things progress.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities simultaneously.
• Strong sense of ownership and follow-through.
• Excellent problem-solving skills and sound judgment.
• Proficiency with Google Workspace, Microsoft Office, and common business software.
• Ability to work independently in a fast-paced environment.
• Demonstrated experience building and implementing HR or People Operations processes, not just executing established processes. Experience creating workflows, documentation, systems, or procedures for areas such as onboarding, offboarding, employee lifecycle management, performance management, benefits, or employee records is strongly preferred.

Preferred

• Experience in operations, office management, people operations, administration, project coordination, or a similar role.
• Experience working in a startup, manufacturing, engineering, research, or technology environment.
• Familiarity with payroll, benefits administration, vendor management, or procurement processes.

What Makes Someone Successful in This Role

• Highly organized and detail-oriented.
• Dependable and follows through on commitments.
• Comfortable juggling many moving pieces at once.
• Proactive and resourceful when solving problems.
• Strong communicator who works well with a variety of personalities.
• Low ego, adaptable, and willing to help wherever needed.
• Able to identify priorities and take action without requiring constant direction.
• Takes pride in helping teams and organizations operate effectively.

If you enjoy bringing structure to fast-moving environments, solving operational challenges, and helping teams perform at their best, we'd love to hear from you. This is an opportunity to play a meaningful role in the growth and success of a cutting-edge deep-tech company.