Workplace Manager

Workplace Experience Manager

Location:

San Francisco, CA or New York, NY. Individual contributor role focused on managing the physical workplace, vendor relationships, and the candidate experience.

• 30‑Day:
  Take over day‑to‑day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls. Own interview scheduling end‑to‑end across time zones. Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages. Step in as on‑site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what’s broken or ad‑hoc.
• 60‑Day:
  Become the primary contact for all vendors and building management (COIs, access, maintenance). Run the full candidate logistics experience—confirmations, prep, travel, day‑of hosting—and keep loops moving (debriefs, feedback, stalled‑pipeline flags). Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and write SOPs. Support offer logistics and the handoff into onboarding.
• 90‑Day:
  Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build‑outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Own problems end‑to‑end and proactively surface what the office needs next.

• 4+ years across office operations and/or recruiting coordination in a tech or startup environment (weight the mix toward whichever half is heaviest).
• Proven experience working directly with vendors, contractors, and building management.
• Strong operational instincts—notice what’s broken, missing, or inefficient, and fix it.
• Exceptional at calendar logistics and juggling competing, time‑sensitive priorities without dropping anything.
• Discreet and trustworthy with confidential candidate and compensation information.
• Comfortable in a fast‑paced, high‑growth startup with constant change.
• Clear, warm communicator who confidently represents Vapi to candidates, vendors, and executives.
• Hands‑on, proactive, and willing to roll up your sleeves.

• Competitive salary: $110,000 – $120,000 per year.
• Equity ownership.
• Comprehensive health coverage (medical, dental, vision).
• Catered meals, transportation, gym access, and a $10,000 annual L&D budget.
• Flexible time off.
• Quarterly off‑sites and team social events.

Compensation Range: $110,000 – $120,000.