Workplace Manager

Workplace Manager

Latent builds robust, reliable medical intelligence that helps health systems get patients on therapy faster. We’re growing quickly—from a shared 4,000 sq ft space to our own ~12,000 sq ft HQ—and we need a hands‑on Workplace Manager to own the office end‑to‑end and run the rituals that keep our team connected and moving fast.

You’ll operate as an operator + host + program runner: keep the space humming, stand up simple processes, and deliver high‑signal, low‑overhead moments (all‑hands, lunches, offsites, recognition) that make hard weeks fun.

• Always‑ready office:
  Doors open, desks available, AV works, snacks stocked, guests welcomed—every day.

• Smooth move‑in & scale‑up:
  Seamless build‑out and migration to our new HQ; vendor programs stood up and humming.

• Reliable rituals:
  All‑hands, lunches, birthdays, and team events run on time with clear owners and clean AV.

• Lightweight ops systems:
  Simple playbooks and trackers (facilities, vendors, supplies, visitors, IT‑lite, reimbursements) that reduce chaos week over week.

• High morale signals:
  People feel seen and supported; wins and milestones are recognized consistently.

Space & Facilities

• Own day‑to‑day HQ operations (access/badging, front‑of‑house, visitors, mail/shipments, seating, safety).

• Stand up/lead vendors: janitorial, food/beverage, plants, security, handyman, AV, coffee/water, waste/e‑waste.

• Manage the office move: timeline, punch list, vendors, furniture, labeling, day‑of execution, decommission.

• Keep an office run‑sheet and rolling 90‑day facilities plan (repairs, refreshes, supplies, budgets).

• Track space utilization; adjust seating and phone‑booth etiquette as we grow.

Programs & Team Activities

• Own monthly all‑hands: agenda wrangling, slide prep support, room/AV, recording, follow‑ups.

• Run a recognition cadence (wins of the week, anniversaries, birthdays) and a lean internal update (e.g., monthly pulse or #latents‑wins).

• Plan team moments: monthly socials, customer celebration dinners, seasonal/holiday events, investor/open‑house nights.

• Coordinate offsites/retreats (venue, travel holds, agendas, activities) with owners across teams.

• Launch Lunch & Learn and onboarding coffee‑buddies to spread institutional knowledge.

Lightweight Internal Ops

• Stand up basic IT‑lite workflows (new‑hire desk setup, peripherals, label/asset log) until a full‑time IT hire.

• Own everyday procurement & reimbursements (cards, receipts, simple trackers) and keep spend tidy with Finance.

• Maintain a living knowledge base (office guide, vendor contacts, how‑tos) so anyone can self‑serve.

• Partner with People/Ops on onboarding (first‑day schedule, swag, desk, access, welcome lunch).

• 2+ years in workplace/office management at a high‑growth startup (multi‑vendor coordination, daily facilities ops).

• Strong event/program chops: you’ve produced all‑hands, socials, or offsites with clean AV and happy attendees.

• Vendor & budget management; comfort negotiating scope, SLAs, and simple contracts.

• Tools:
  Google Workspace, Slack, basic spreadsheets; AV familiarity (screen share, mics, recording).

• Nice‑to‑have: office move/build‑out experience; light IT coordination; prior People/Engagement partnership.