Office Manager

About the role

The Office Manager is central to making the vision of a high-standard working environment a reality on the ground. This role operates within the Workplace & Employee Experience function, which ensures that employees in London, New York, and Singapore experience the same high-quality environment, mission, and culture.

Responsibilities

• Manage the day-to-day running of the office, ensuring it is clean, well-stocked, and fully operational
• Coordinate with building management, contractors, and suppliers to resolve maintenance issues promptly and ensure service delivery meets agreed standards
• Maintain an accurate contractor tracker, keeping records of who has been on site, scope of work, and lead any relevant certifications or compliance documentation needed as per local law
• Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep
• Manage office consumables, supplies, and vendor relationships—placing orders and tracking stock levels
• Maintain accurate records including asset registers, contractor logs, and compliance documentation
• Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries
• Assist with other ad-hoc cross-functional projects when necessary
• Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment
• Manage front of house and reception, ensuring visitors and employees receive a consistently exceptional experience
• Cookordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activities
• Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services
• Champion employee experience initiatives, actively seeking feedback and identifying improvements
• Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements
• Carry out routine H&S checks and workplace inspections (e.g. fire safety, first aid stock, equipment checks), logging findings and completing required actions in the EHS system
• Keep the EHS system up to date—uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelines
• Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures
• Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site
• Support the onboarding of new joiners with office orientation, access setup, and induction logistics
• Liaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all times
• Liaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retained
• Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead
• Own and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees— including office guides, building access, amenities, visitor information, and seating plans
• Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-day
• Proactively review documentation on a regular cadence rather than waiting for things to go out of date
• Work with the Workplace Leads to ensure knowledge is structured consistently across EU and US
• Work closely with colleagues across the function, contributing to shared standards, playbooks, and ways of working
• Maintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learnings
• Escalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriate
• Contribute to the continuous improvement of workplace systems, processes, and documentation

Qualifications

• Proven experience in an office management, facilities, or workplace operations role
• Experience managing vendors and contractors, with an eye for quality and service standards
• Comfortable with H&S responsibilities and familiar with relevant local compliance requirements
• Experience managing or supervising others is desirable

Skills & Attributes

• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• A proactive self-starter who takes ownership, responsibility, and follows through without needing to be chased
• Excellent interpersonal and communication skills—able to build strong relationships at all levels
• A genuine passion for creating great workplace experiences and a high bar for quality
• Comfortable working in a fast-paced, scale-up environment where things change quickly
• Collaborative by nature, able to work effectively as part of a distributed global team

What We're Looking For

This role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.

What You'll Be Part Of

The function delivers operationally excellent offices across UK, US and Singapore, a global standard for facilities and health and safety, workplace productivity tools governance, knowledge management as infrastructure, and company-wide culture and employee experience programs.

Working at PhysicsX

This role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.

What we offer

• Work with a high-caliber, collaborative team of engineers, scientists, and operators who care deeply about doing great work, and about helping each other get better
• Equity options - share meaningfully in the company you’re helping to build
• 5% contribution to 401(k) - build long-term security with a strong retirement plan
• Free team lunch 1x/week - good food, great company, and space to connect
• Private health insurance – comprehensive cover for you, offering total peace of mind
• Enhanced parental leave – 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most
• 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters
• Personal development – dedicated support for learning, development, and leveling up over time
• Gympass / Wellhub (subsidized) – for you and up to 3 family members, supporting both physical and mental wellbeing
• Flexible Spending Account (FSA) – set aside pre-tax dollars for eligible healthcare expenses

Estimated salary for this role is $100,000 - $125,000 depending on experience. Seniority will be assessed throughout our interview process.

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