Workplace Specialist

About the role

We are looking for a Workplace Specialist to own the day-to-day operation of our San Mateo office. This is a hands-on, high-ownership role for someone who takes pride in a well-run workplace and thrives on being the go-to person in the office.

What You'll Do

• Office & Facilities Management: Own the full operation of the San Mateo office: cleanliness, supplies, kitchen and snacks, equipment, and general upkeep. Manage relationships with the building manager, cleaning crews, and facilities vendors. Serve as the primary point of contact for maintenance and repairs. Keep the space safe, compliant, and functional.
• Vendor & Budget Management: Source, negotiate, and manage vendors and track spend against the workplace budget. Process office-related invoices and expenses in partnership with Finance.
• Employee Experience: Create a welcoming, energizing in-office environment that reinforces our in-person culture. Plan and run office events, team lunches and celebrations. Manage onsite logistics for new hires (desk setup, equipment, welcome experience) in partnership with People Operations and IT.
• Operations Support: Coordinate onsite logistics for visitors, candidates, and guests. Manage mail, shipping, and deliveries. Support space planning and seating as the team grows. Partner with People Ops on health, safety, and workplace policies. Manage onsite swag inventory in partnership with Marketing, People Ops and Executive Ops teams.

Required Experience

• 3-5+ years in office management, workplace, facilities, hospitality, or a related operations role
• Based within commuting distance of San Mateo and able to work fully onsite Monday, Tuesday, Wednesday, Thursday and Friday
• Highly organized and detail-oriented; you notice the empty snack bin and the flickering light before anyone else and take action
• Strong communicator who works well with vendors, employees, and leadership
• Comfortable owning a budget and negotiating with vendors
• Proactive and resourceful; you solve problems without being asked
• Experience at a startup or fast-growing company is a plus