Workplace Experience Manager

Why We’re Hiring

This Role: We need a trusted operator to own the two things that define how Vapi feels from the inside: the physical workplace and a candidate's first impression of us. You'll be the central point of contact for vendors, facilities, and on-site operations — and the connective tissue of our recruiting process. Ideal for someone who thrives in ambiguity and thinks well beyond the job description.

What You’ll Do

• 30 Day: Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls. Own interview scheduling end-to-end across time zones. Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages. Step in as on-site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what's broken or ad-hoc.
• 60 Day: Become the primary contact for all vendors and building management (COIs, access, maintenance). Run the full candidate logistics experience — confirmations, prep, travel, day-of hosting — and keep loops moving (debriefs, feedback, stalled-pipeline flags). Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and write SOPs. Support offer logistics and the handoff into onboarding.
• 90 Day: Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Own problems end-to-end and proactively surface what the office needs next.

Who You Are

• 4+ years across office operations and/or recruiting coordination in a tech or startup environment (we'll weight the mix toward whichever half is heaviest for us today)
• Proven experience working directly with vendors, contractors, and building management
• Strong operational instincts — you notice what's broken, missing, or inefficient and fix it
• Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything
• Discreet and trustworthy with confidential candidate and compensation information
• Comfortable in a fast-paced, high-growth startup with constant change
• Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike
• Hands-on, proactive, and willing to roll up your sleeves