Workplace Experience Manager

About the role

You are the dedicated owner of the in-office experience at 9am Health's San Diego location, serving as the central hub for operational excellence and workplace culture. This role requires you to manage the full lifecycle of office operations, from daily logistics to long-term vendor relationships, ensuring a seamless environment for employees and guests. You will be responsible for orchestrating complex, multi-part projects that touch every aspect of the physical workplace, balancing urgency with meticulous attention to detail. Success in this position means proactively identifying needs before they arise and solving problems independently within a fast-paced, evolving healthcare environment. You will act as the primary liaison between the company, its vendors, and its people, translating leadership vision into tangible, day-to-day realities.

Key facts

OFFICE OPERATIONS

• Assume complete ownership of the San Diego office's daily functionality, enforcing standards of cleanliness, organization, safety, and operational readiness for all stakeholders.
• Execute comprehensive management of office consumables, establishing and monitoring restocking routines for snacks, beverages, coffee supplies, paper products, and printer essentials to prevent disruption.
• Centralize the coordination of catered lunch orders, accommodating regular in-office team schedules and the specific needs of visiting out-of-state personnel.
• Direct the oversight of practical workplace necessities, including routine waste removal scheduling, daily room reset protocols, and dynamic workspace configuration to meet immediate demands.
• Cultivate a polished and inviting atmosphere that authentically represents 9am Health's mission-driven culture and reinforces a premium employee experience.

EMPLOYEE EXPERIENCE AND EVENTS

• Architect and own the execution of employee lifecycle moments, such as birthdays, work anniversaries, promotions, and project completions, to foster a deep sense of belonging and recognition.
• Conceptualize, plan, and deliver in-office gatherings, ranging from casual socials to formal celebrations, managing end-to-end logistics from vendor selection to final setup and cleanup.
• Curate and maintain a strategic inventory of branded swag, promotional items, and office merchandise, ensuring timely distribution for onboarding cohorts and special guest interactions.

EQUIPMENT AND ONBOARDING LOGISTICS

• Orchestrate the complex logistics of equipment management, including the intake, tracking, recovery, and secure data-wiping of returned devices, while coordinating their redistribution or replacement.
• Preserve real-time visibility into the status and quantity of equipment inventories to guarantee readiness for new hires and facilitate smooth employee transitions.
• Champion the operational side of onboarding by managing swag fulfillment, workspace preparation, and Day 1 readiness in collaboration with the People team, excluding formal HRIS duties.
• Act as the key partner for the People team during offboarding processes, ensuring the efficient and secure return of all company property and completion of necessary administrative steps.

VENDOR, BUILDING, AND CONTRACTOR MANAGEMENT

• Function as the primary liaison for all external relationships, interfacing with office vendors, building management, maintenance crews, cleaning services, and utility providers to ensure service level expectations are met.
• Administer the engagement of contractors for both routine maintenance and strategic office improvement initiatives, aligning timelines and deliverables with business needs.
• Translate leadership directives into actionable plans for office resets and spatial enhancements, overseeing the execution and final presentation of the environment.
• Implement rigorous follow-up mechanisms with external partners to maintain project momentum and accountability, particularly when response times are inconsistent.

MAIL, DOCUMENTS, AND OPERATIONAL ADMIN

• Administer the end-to-end processing of incoming physical mail, encompassing opening, meticulous sorting, scanning, digital uploading, internal routing, and the escalation of sensitive or time-critical items.
• Handle high-stakes materials such as checks, tax documents, clinical lab results, and other business-critical paperwork with the utmost urgency, accuracy, and confidentiality.
• Route correspondence to the correct stakeholders or approval authorities, integrating support for check-signing and deposit procedures when required.
• Engineer and sustain lightweight, robust processes that guarantee the organization and continuity of mail and document handling, preventing backlogs and operational friction.

ADMINISTRATIVE AND AD HOC SUPPORT

• Deliver flexible, high-impact operational support to address emergent needs of the office and leadership, maintaining discretion and professionalism under tight deadlines.
• Provide occasional support for scheduling optimization, travel arrangements, internal team coordination, and other administrative functions that enhance the in-office experience.
• Embody a reliable, hands-on presence capable of assuming critical in-office responsibilities autonomously and without constant supervision.

Requirements

• Bring a proven track record of 3+ years of experience in office management, workplace experience, operations, or a related administrative capacity, demonstrating consistent execution in complex environments.
• Show a history of managing sensitive materials and confidential information with integrity, adhering to compliance standards and company protocols.
• Demonstrate the ability to manage multiple concurrent projects and priorities in a dynamic, fast-paced setting without sacrificing attention to detail.
• Exhibit strong written and verbal communication skills, with the capability to interact professionally with vendors, leadership, and cross-functional partners at all levels.
• Apply a proactive, solution-oriented mindset to overcome logistical challenges, taking initiative to resolve issues before they impact the team.
• Leverage exceptional organizational skills to maintain accurate records, manage inventory, and coordinate timelines across multiple stakeholders.
• Cultivate a customer-service-focused attitude, balancing empathy with efficiency when supporting employees and external partners.
• Maintain proficiency in standard office software, email platforms, and collaboration tools to ensure smooth daily operations and clear documentation.

Practical notes

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