Workplace Manager

Poolside, Inc.; Greater London; Hybrid; GBP 50,000 - 75,000; Full time

Benefits offered by this job

Health insurance allowance for you &-?

Well-being, home office allowances

Company-provided equipment

Frequent team get togethers

37 days/year of vacation & holidays

16 weeks of flexible parental leave

Job summary

Poolside is hiring an Office & Workplace Operations lead to own our on-site weeks, manage travel, vendors, and culture as we scale. You will partner with the People leader and leadership to create rituals, recognition, and growth experiences that help our team thrive.

The role balances remote work with monthly in-person weeks in London or Lisbon, and involves owning travel, logistics, onboarding/offboarding, and engagement programs to keep Poolside connected as we grow.

Qualifications

• Hands-on experience across workplace, event management and people experience.
• Experience at a scaling company: growth from 30 to 300 people.
• An exceptional service mindset.
• Comfort building processes where none exist yet.
• Excellent written and spoken English.
• Knowledge of UK health & safety requirements (nice to have for Lisbon-based candidates).
• Strong organisation and ability to manage competing priorities.
• Experience managing vendors and budgets.
• You've organised international events or offsites.

Responsibilities

• Run day-to-day workplace operations: facilities, vendors, supplies, maintenance, and health & safety.
• Own and improve travel management with Finance.
• Own the logistics for monthly on-sites: venues, accommodation, travel, catering and agendas.
• Manage relationships with landlord, building management and vendors.
• Support onboarding and offboarding on the workplace side.
• Bring our culture to life and design engagement programs.
• Design team on-sites and leadership sessions with the People leader.
• Help build development and growth fabric: learning sessions, mentoring.
• Shape the employee journey and plan team events.
• Build processes we don't have yet and continuously improve them.
• Collaborate with engineers and leadership.

Skills

Workplace operations

Event management

People experience

Vendor management

Budget management

English proficiency

Tools

Visitor management

Travel booking platforms

Office management software

Job description

In this decade, the world will create Artificial General Intelligence. There will only be a smallnumber of companies who will achieve this. Their ability to stack advantages and pull ahead willdefine the winners. These companies will move faster than anyone else. They will attract theworld's most capable talent. They will be on the forefront of applied research, engineering,infrastructure and deployment at scale. They will continue to scale their training to larger &more capable models. They will be given the right to raise large amounts of capital along theirjourney to enable this. They will create powerful economic engines. They will obsess over thesuccess of their users and customers.

Poolside exists to be this company — to build a world where AI will be the enginebehind economically valuable work and scientific progress.

Location: London or Lisbon · Full-time · Flexible – not in the office every day

About our team

We were founded in the US and have our home there, but our team is distributed across Europe and North America. We get our fix of in-person collaboration together each month for a week, usually in London and sometimes in other countries. We also do longer off-sites once a year.

Our team is a multidisciplinary blend of research, engineering, and business experts. What unites us is our deep care for what we build together. We’re in a race that requires hard work, intellectual curiosity, and obsession; to balance this intensity, we’ve assembled a team of low ego and kind-hearted individuals who have built the special culture Poolside has. By building collaboratively and with intention, we create a compounding effect that moves the entire company forward towards our mission: reaching AGI through intelligence systems built for software development.

About the role

Poolside is a fully remote company. Once a month, the whole team meets in person for a week, usually in London and sometimes elsewhere. Between those weeks there's still a lot going on in our office: events, vendor visits, deliveries and the everyday things that keep a space running. That's why we need someone on the ground.

Unlike most workplace roles, this one doesn't mean being in the office every day. You'll come in when it matters and work remotely the rest of the time, like everyone else at Poolside.

The role brings together two things: how Poolside works together in person, and how it feels to work here. You'll own our office, travel and on-sites. Working closely with our People leader, you'll also shape the culture, engagement and growth experiences that help our team thrive as we scale. You'll work with the whole company, from engineers to leadership, as well as external partners. To do that well you need a strong service mindset.

What you'll do

Workplace & operations

Run day-to-day workplace operations: facilities, vendors, supplies, fruit and food deliveries, maintenance, and health & safety

Own and improve travel management: work closely with Finance and the wider company to make business travel smooth, cost-conscious and well supported

Own the logistics for our monthly on-sites: venues, accommodation, travel, catering and agendas, whether in London or abroad, so every on-site week runs smoothly

Manage relationships with the landlord, building management and external vendors, along with office budgets and contracts

Support onboarding and offboarding on the workplace side: access and equipment handover with IT

Bring our culture to life: create and look after the rituals, traditions and moments that make Poolside feel like Poolside, even as a remote team

Design and run engagement programs together with our People leader, from pulse checks and recognition to acting on what we hear

Design team on-sites and leadership sessions with our People leader and leadership team: formats, agendas and experiences that bring people together with purpose

Help build our development and growth fabric: learning sessions, workshops, mentoring and other programs that help people grow at Poolside

Shape the employee journey, from a memorable first day to milestones along the way

Plan and deliver team events and in-person moments that build connection

Across everything

Build the processes we don't have yet: spot what's missing, set it up, and keep improving it as we grow

What you'll bring

Must-haves

Hands-on experience across workplace, event management and people experience

Experience at a scaling company: you know how things change, and what breaks, as a team grows from 30 to 100, 200 and 300 people

An exceptional service mindset. You enjoy making things easy for other people and you take pride in the details.

Comfort working where processes don't exist yet, plus the drive to build and improve them

Excellent written and spoken English

You’ll also bring

Knowledge of UK health & safety requirements (nice to have for Lisbon-based candidates)

A warm, approachable manner and great communication skills with internal teams and external stakeholders

Strong organisation, and calm when juggling competing priorities

Experience managing vendors and budgets

You've managed an office move or expansion

You've used workplace tools such as visitor management, desk booking or travel booking platforms

You've organised international events or offsites

Process

Take-home assignment

People call

Final call

Fully remote work & flexible hours

37 days/year of vacation & holidays

Health insurance allowance for you & dependents

16 weeks of flexible, full-pay parental leave

Well-being, always-be-learning & home office allowances

Company-provided equipment

Frequent team get togethers