Workplace Experience Manager

Vapi is revolutionizing the way businesses interact with their customers through voice agents. With 1 billion calls processed and 1 million developers using our platform, Vapi is trusted by leading companies including Amazon Ring, ServiceTitan, New York Life, and Intuit.

About the role

This role is crucial for maintaining a seamless and welcoming workplace experience for both employees and visitors. The Workplace Experience Manager will be responsible for overseeing office operations, managing vendor relationships, and coordinating the recruitment process.

Responsibilities

• Take over day-to-day office operations across both floors, ensuring smooth functioning of vendors, food services, supplies, cleaning, and facilities.
• Own interview scheduling end-to-end across time zones, ensuring timely and accurate communication with candidates and hiring managers.
• Get fluent in the ATS (Ashby/Greenhouse) system, maintaining clean records and accurate stages.
• Act as the on-site host for guests, candidates, and executives, ensuring a professional and welcoming atmosphere.
• Map existing office and recruiting workflows and identify areas for improvement, creating SOPs where necessary.
• Support offer logistics and the transition into onboarding, ensuring a smooth process for new hires.
• Lead vendor negotiations, optimizing bulk pricing and service levels, and oversee office improvements and build-outs.
• Build scalable systems to reduce friction as headcount grows, anticipating future office and hiring needs.
• Own and proactively address issues, ensuring the office runs efficiently and smoothly.

Requirements

• 4+ years of experience in office operations or recruiting coordination in a tech or startup environment.
• Proven experience working directly with vendors, contractors, and building management.
• Strong operational instincts, able to identify and fix inefficiencies.
• Exceptional at calendar logistics and managing multiple, time-sensitive tasks simultaneously.
• Discreet and trustworthy with confidential information.
• Comfortable in a fast-paced, high-growth startup environment.
• Clear, warm communicator with strong interpersonal skills.
• Hands-on and proactive approach to problem-solving.
• Willingness to roll up sleeves and get involved in day-to-day operations.

Qualifications

• Proven success in managing office operations and vendor relationships.
• Experience with ATS systems and familiarity with interview scheduling processes.
• Strong organizational and project management skills.
• Ability to handle confidential information with discretion.
• Excellent communication and interpersonal skills.
• Experience with office renovations and improvements.
• Ability to lead and motivate a team.

Benefits

• Competitive salary range of $110,000 - $120,000 per year.
• Comprehensive health coverage including medical, dental, and vision plans.
• Flexible work schedule and generous vacation time.
• Catered meals, transportation, gym membership, and a $10,000 annual learning and development budget.

Skills

• Strong organizational and project management skills.
• Exceptional communication and interpersonal skills.
• Experience with office operations and vendor management.
• Familiarity with ATS systems and interview scheduling.
• Ability to handle confidential information with discretion.
• Proven ability to lead and motivate a team.

Pay

$110,000 - $120,000 per year

Schedule

Individual contributor role with flexible hours to accommodate the needs of the position.