Senior Workplace Manager

About the role

You will take full ownership of the day-to-day operations and long term strategic health of Parloa's New York City office. This role requires you to design and maintain a workplace environment that reflects the ambition and professionalism of our agentic AI platform. You will act as the central hub for all facility related activities, coordinating closely with an international leadership team across time zones. Your decisions will directly impact employee satisfaction, operational efficiency, and the overall perception of our brand within our physical space. You will manage critical relationships with external partners and ensure all workplace activities remain compliant, safe, and cost effective. This is a hands on role that demands proactive problem solving and meticulous execution.

Key facts

What you'll do

Coordinate and execute all facets of workplace operations to ensure a consistent and high quality experience for employees and visitors on a daily basis.

Manage the end to end vendor lifecycle for facilities services, negotiating scope, deliverables, and performance metrics to align with business objectives.

Develop and monitor workplace budgets, creating forecasts, tracking spend, and identifying opportunities for cost optimization without sacrificing quality.

Champion safety and compliance by implementing policies and procedures that meet or exceed local, state, and federal regulations.

Serve as the primary liaison between the company and landlords, service providers, and security teams to resolve issues swiftly and professionally.

Oversee the procurement of all office supplies, equipment, and furniture, ensuring timely delivery and alignment with sustainability goals.

Design and execute office events and engagement initiatives that strengthen culture, foster collaboration, and support global integration.

Partner with IT and People & Culture to streamline onboarding and offboarding processes, managing asset tracking and workspace adjustments.

Analyze operational metrics and recommend data driven improvements to enhance efficiency, employee experience, and space utilization.

Maintain strong documentation for contracts, service level agreements, and operational procedures to ensure continuity and compliance.

Proactively identify potential risks in the workplace environment and develop contingency plans to mitigate disruptions.

Lead cross functional projects that require collaboration with global teams to ensure brand consistency across locations.

Manage relationships with vendors to ensure service levels are met, contracts are adhered to, and disputes are resolved efficiently.

Drive continuous improvement initiatives focused on sustainability, cost control, and employee well-being within the office environment.

Serve as the key point of contact for emergency situations, ensuring a rapid and organized response in accordance with company policy.

Requirements

Bring a minimum of 5 years of progressive experience in office management, workplace operations, or a related role within a fast paced and dynamic environment.

Demonstrate a proven track record in vendor negotiations, contract management, and meticulous budget tracking and financial reporting.

Operate effectively as an independent owner, capable of managing complex operational responsibilities despite significant time differences with Berlin based leadership.

Exhibit strong project management and organizational skills, with the ability to prioritize competing demands, manage multiple workstreams, and solve problems before they escalate.

Possess deep knowledge of New York specific workplace compliance, safety regulations, and security protocols to ensure a legally sound and secure environment.

Maintain a high level of professionalism and discretion when handling confidential company information and sensitive employee matters.

Commit to fostering an inclusive workplace culture that aligns with Parloa's global values and standards.

Adhere to all company policies and procedures while actively contributing to the refinement of workplace standards and best practices.

Practical notes

This is a full time position based in the New York Office. The role requires flexibility with working hours to collaborate effectively with teams in different time zones, including Berlin. There may be occasional business travel within the United States or internationally required for vendor meetings or office visits. Employment eligibility to work in the United States is required. The Recruiting process includes Talent Acquisition, Hiring Manager, and Bar Raiser stages.