Workplace Experience Manager

About the role

This role is for a Workplace Experience Manager in San Francisco and New York. It is an individual contributor position.

Responsibilities

• 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.
• 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.
• 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.

Requirements

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

Qualifications

Hands-on experience in office operations and/or recruiting coordination

Experience working with vendors, contractors, and building management

Strong organizational and project management skills

Ability to handle multiple tasks simultaneously and meet deadlines

Excellent communication and interpersonal skills

Ability to work independently and as part of a team

Skills

Strong operational instincts

Exceptional calendar and task management skills

Ability to work in a fast-paced, high-growth environment

Strong communication and interpersonal skills

Benefits

Real stake: We offer a competitive salary and excellent equity ownership

Comprehensive health coverage: medical, dental, and vision plans

Team love: We love hanging out, and we do quarterly off-sites

Flexible time off: take what you need

More: catered meals, transportation, gym, and a $10k annual L&D budget

Pay

$110,000 - $120,000 per year

Schedule

Full-time