Head of Workplace

About the role

We are looking for a Head of Workplace to lead the development and management of the physical and experiential backbone of our company as we expand globally. This is a unique role that combines strategic planning with hands-on execution, requiring someone who can design scalable systems, anticipate capacity needs, and create a welcoming environment for employees and visitors alike. You will be responsible for overseeing all aspects of workplace operations, ensuring that our offices reflect our company culture and support our growth objectives. The role demands a proactive approach to building infrastructure, managing teams, and executing events, all while maintaining a focus on delivering exceptional experiences across multiple locations.

Key facts

What you'll do

• Develop and implement the infrastructure necessary for scalable workplace operations, including establishing vendor relationships, managing budgets, selecting appropriate tools, and creating processes that enable growth without bottlenecks.
• Oversee and manage the workplace budget, tracking expenses, analyzing utilization rates, and reporting on return on investment to ensure efficient use of resources.
• Recruit, onboard, and develop a team of workplace professionals, including Office Coordinators and support staff, to meet the needs of expanding offices and ensure consistent service quality.
• Lead site selection processes, including lease negotiations with legal and finance support, and oversee the buildout of new offices as the company expands into new markets globally.
• Own capacity planning based on headcount forecasts, adjusting space requirements in real time to align with hiring plans and growth strategies.
• Collaborate with local legal counsel, contractors, and vendors to establish compliant, functional, and welcoming offices in new markets, ensuring adherence to local regulations and standards.
• Build repeatable playbooks and standardized procedures to streamline the process of opening new markets, enabling faster and more predictable office launches.
• Manage the day-to-day operations of each office, ensuring a smooth and positive experience for employees and visitors, including maintaining a clean, safe, and well-organized environment.
• Design and run onsite programs, from daily operational activities to milestone events such as offsites, board meetings, and executive visits, to foster engagement and reinforce company culture.
• Set and uphold standards for visitor, candidate, and guest experiences, ensuring that everyone who enters our offices feels welcomed and valued.
• Establish feedback loops with employees and visitors to gather insights and continuously improve the workplace environment across all locations.
• Build and lead a team of Office Coordinators across multiple offices, providing guidance, training, and support to ensure consistent service delivery.
• Plan, coordinate, and execute company-wide events, including team offsites, all-hands meetings, and external-facing gatherings, managing budgets, vendors, and logistics from start to finish.
• Partner with leadership and cross-functional teams to develop programming that reinforces company culture, promotes connection, and supports organizational goals.
• Monitor industry trends and best practices to keep our workplace strategies innovative and competitive.
• Ensure compliance with local regulations, health and safety standards, and company policies in all office locations.
• Manage vendor relationships for services such as cleaning, security, maintenance, and office supplies, negotiating contracts and ensuring service quality.
• Oversee the procurement of furniture, equipment, and technology necessary for efficient office operations.
• Prepare regular reports on workplace performance, utilization, and ROI to inform leadership decision-making.
• Maintain flexibility to adapt plans and strategies as the company scales and as new challenges arise.
• Act as a key point of contact for internal stakeholders regarding workplace needs and initiatives.
• Foster a culture of hospitality and attentiveness, ensuring that every aspect of the physical environment reflects the company's values and commitment to excellence.
• Lead efforts to incorporate employee feedback into continuous improvements of the workplace experience.
• Support the integration of new office locations into the company's overall operations and culture.
• Manage the logistics for company events, including vendor negotiations, budgeting, and onsite coordination.
• Collaborate with legal, finance, and real estate teams to ensure smooth negotiations and compliance during office expansion.
• Maintain a high level of organization and attention to detail in all aspects of workplace management.

Requirements

• Over 7 years of experience in Workplace, Facilities, or a closely related operations role, with a proven track record of opening or scaling offices across multiple markets or countries.
• Demonstrated ability to develop systems, processes, and playbooks that streamline operations and facilitate rapid expansion.
• Strong project management skills, with experience coordinating multiple initiatives simultaneously.
• Excellent vendor negotiation skills and experience managing vendor relationships to ensure quality and cost-effectiveness.
• Experience managing budgets, analyzing ROI, and reporting on financial performance.
• A hospitality-oriented mindset, with a keen eye for details that enhance the space and improve the experience for employees and visitors.
• Startup DNA: comfortable working in ambiguity, moving quickly, and handling diverse responsibilities from logistics to strategic planning.
• Sound judgment on when to scale solutions versus maintaining a lean approach.
• International experience, particularly in real estate or considerations across different markets, is preferred.
• Ability to lead and develop teams, providing mentorship and support.
• Strong communication skills to collaborate effectively with internal teams, vendors, and external partners.
• Knowledge of local regulations, health and safety standards, and compliance requirements in multiple markets.
• Ability to adapt plans based on evolving company needs and external factors.
• Proactive problem-solving skills and a solution-oriented mindset.
• High level of organization, attention to detail, and ability to prioritize tasks effectively.

Nice to have

• Experience with global office expansion and international real estate negotiations.
• Background in hospitality, event planning, or guest experience management.
• Familiarity with legal and compliance issues related to international office setups.
• Experience working in a fast-paced startup environment with rapid growth.
• Knowledge of local regulations and standards in multiple countries.
• Ability to foster a strong company culture across diverse locations.

Skills & tools

• Project management and organizational skills
• Vendor negotiation and management
• Budgeting and financial reporting
• Strong interpersonal and communication skills
• Ability to develop scalable systems and processes
• Attention to detail and problem-solving skills
• Familiarity with workplace management tools and software
• Ability to lead cross-functional initiatives
• Strategic thinking and planning capabilities

Practical notes

This role is based in our San Francisco office and we aren't considering remote applications at this time. The position requires on-site presence to manage and oversee physical workplace operations, including vendor relationships, office buildouts, and event execution. Candidates should be prepared to travel as needed for site visits and market expansion activities. The successful candidate will be proactive, detail-oriented, and capable of managing multiple projects simultaneously in a fast-paced environment. The role offers an exciting opportunity to shape the physical footprint of a growing company and create spaces that reflect our culture and values.