Workplace Experience Manager

About the role

The is responsible for orchestrating the daily operations and long term strategy of our new office in Washington, D.C. This role owns the end to end employee lifecycle of the physical workspace, ensuring that every touchpoint supports focus, collaboration, and wellbeing. You will design and implement policies that shape the office culture, balancing the needs of a growing team with the practical realities of a regulated environment. You will partner closely with cross functional stakeholders to translate business objectives into spatial and operational solutions. This position requires a high level of ownership, proactive problem solving, and a data informed approach to continuously improve the employee experience. You will manage vendor relationships, oversee budgets, and drive initiatives that make the office a best in class workplace. Success in this role will be measured by your ability to create an environment where teams can perform at their highest potential while feeling supported and valued. You will be the primary point of contact for all workplace related inquiries, ensuring that Reflectionai maintains a cohesive and inspiring presence in the nation's capital.

Key facts

• Generous parental leave policy offering 22 weeks of paid leave for all new parents.
• Enjoy unlimited paid time off in the U.S. (30 days in the U.K.), promoting a healthy work-life balance.
• The company culture embraces regular off-site events, happy hours, and team celebrations to strengthen camaraderie among staff.
• This role may require access to technology governed by U.S. Export Administration Regulations; employment offers may depend on compliance with these regulations.

What you'll do

Coordinate the day to day operations of the Washington, D.C. office, including facilities management, vendor coordination, and service level oversight.

Develop and implement workplace standards and policies that align with company values and support a high performance culture.

Lead space planning and office layout initiatives to optimize collaboration, focus, and privacy as the team continues to grow.

Manage the full lifecycle of office vendors, including procurement, contracting, performance reviews, and budget management.

Design and execute a comprehensive calendar of team events, off sites, and recognition programs to foster engagement and morale.

Partner with People Operations to ensure a seamless onboarding experience for new hires, from workspace setup to welcome experiences.

Overcome complex operational challenges by analyzing root causes, coordinating cross functional solutions, and communicating outcomes clearly.

Implement and manage systems for tracking workplace metrics, such as occupancy, satisfaction, and utilization, to inform strategic decisions.

Ensure compliance with local, federal, and corporate regulations, including safety, security, and data privacy requirements relevant to the D.C. market.

Champion sustainable practices and cost effective initiatives that reduce environmental impact without compromising employee experience.

Serve as the primary escalation point for workplace issues, resolving conflicts and restoring equilibrium with empathy and professionalism.

Collaborate with IT and Security teams to plan and execute technology deployments, relocations, and upgrades in alignment with business priorities.

Drive continuous improvement by benchmarking against industry best practices and introducing innovative ideas tailored to Reflectionai's culture.

Act as the strategic owner of the office roadmap, translating long term vision into actionable projects and milestones for the Washington, D.C. location.

Requirements

You must have at least three years of progressive experience in workplace, facilities, or operations management, with a demonstrated track record of delivering results in a fast paced environment.

You are comfortable operating in a matrixed organization and can influence stakeholders without direct authority through clear communication and data driven recommendations.

You possess strong written and verbal communication skills, enabling you to tailor your message for executives, managers, and individual contributors with equal ease.

You have a proven ability to manage multiple projects simultaneously, prioritize competing demands, and meet deadlines in a dynamic, deadline driven setting.

You demonstrate a high level of discretion and judgment when handling sensitive or confidential information in a regulated environment.

You are proficient in workplace tools and platforms that enable hybrid work, space management, and service request management.

You have experience interpreting and adhering to complex policies, including those related to export controls, security, and compliance in a U.S. based setting.

You are passionate about creating inclusive, equitable, and human centered workplace experiences that reflect the values of the company.

Nice to have

Experience in technology or software companies with strict regulatory requirements, particularly those subject to U.S. Export Administration Regulations.

Background in managing union or highly regulated work environments where compliance and clear documentation are critical.

Prior experience supporting distributed teams across multiple time zones with a focus on hybrid work best practices.

Practical notes

This role is based in Washington, D.C., and requires physical presence in the office during standard business hours.

Candidates must be authorized to work in the United States without sponsorship for this position at this time.