Operations Coordinator - London

About InstaLILY

InstaLILY is an AI products and infrastructure company that puts execution at the frontier of enterprise AI. That work begins with Lily™, the world's first AI Forward Deployed Engineer, which learns how a business works, builds the software it needs, and goes live in days. It does not leave when the work ships; it stays and keeps the software working as the business changes. Lily runs wherever the work happens, in the cloud, on-premise, or at the edge, through InstaLILY's Small Data Center, built with NVIDIA technology. Founded in 2023 by Amit Shah and Sumantro Das, InstaLILY has raised nearly $100 million from Energize Capital, Insight Partners, and Home Depot Ventures. Headquartered in New York, with offices in San Francisco, London, and Toronto, InstaLILY serves leading companies across construction, industrial distribution, logistics, healthcare, and other operationally intensive industries.

The Traction Revenue grew 5x over the past year, and Lily has driven over $200M in new annual sales for a single customer. We serve some of the largest operators in our industries, including SRS Distribution (part of The Home Depot family), United Rentals, and Henry Schein, and we work closely with the Google DeepMind and NVIDIA ecosystems.

How We Work

We work in small teams with real ownership: clear problems, direct access to the customers whose work you're changing, and room to ship. Your code runs in live production systems inside billion-dollar operations, so you see your impact directly. People who do well here want that proximity to the work. We're growing fast, and the people who join now shape what this company becomes. Everything runs on three principles: Customers, Culture, and Code.

What We Offer

• Ownership and Visibility: Take point on operational work that directly supports the Chief of Staff, CEO, and COO.
• Dynamic Scope: Touch everything from scheduling and hiring logistics to internal comms, office culture, and external brand presence.
• Fast-Growth Environment: Join a high-caliber team building the next generation of enterprise AI infrastructure.
• Long-Term Growth: Build a strong foundation for future roles in internal operations, program management, brand/community, or team enablement.

Key Responsibilities

• External Brand Visibility & Community: Build InstaLILY's presence in the London AI ecosystem by identifying, evaluating, and attending key AI events, conferences, and meetups - representing the company and reporting back on learnings, contacts, and opportunities.
• Plan and host InstaLILY-branded events in London (e.g., founder dinners, happy hours, technical meetups, customer roundtables), owning end-to-end logistics from venue and catering to invites and day-of execution.
• Drive collaborations and co-marketing moments with other tech firms, AI labs, VCs, and accelerators - sourcing partners, scoping joint events, and managing follow-through.
• Design and produce InstaLILY merchandise (apparel, swag, event giveaways) that reflects the brand and creates memorable touchpoints with prospects, customers, and the broader community.
• Track and report on external brand activities—events attended, partnerships landed, pipeline influenced, and community engagement—so investment scales with impact.

• Office Management: Oversee LDN office operations—supplies, guest coordination, vendor communication, and workspace maintenance.
• Manage desk setups, onboarding logistics, and in-office team rituals (e.g., team lunches, all-hands setups).
• Keep the physical workspace organized, welcoming, and optimized for productivity.

• Internal Coordination & Team Enablement: Support hiring coordination, including interview scheduling, candidate communications, and onboarding flow.
• Maintain shared internal calendars and operational documentation.
• Help execute team events, leadership offsites, and milestone moments.
• Act as a dependable point of contact across teams for internal logistics and ad hoc needs.

Compensation and Benefits

• Salary Range: £36,000–42,000 per year, commensurate with experience.
• Equity: Generous stock options awards, and refreshers for top performers.
• Benefits: Private medical, dental, and vision; pension contribution; in-office lunch reimbursement; wellbeing stipend; generous parental leave; PTO and UK bank holidays, and more!

Quality Over Quantity

To ensure a focused, high-quality hiring experience, we kindly ask candidates to limit their applications to 3 open requisitions at any given time. Applying strategically to roles that best align with your skills and career goals gives you the highest chance of standing out. Have you interviewed with us in the past 12 months? We encourage you to reach out directly to your previous interviewer rather than submitting a new application. InstaLILY is committed to providing an inclusive and barrier-free recruitment process. If you require an accommodation, please let us know, and we will work with you to meet your needs.