Office & Employee Experience Manager

Machina Labs, Inc.; California (MO); On-site; USD 95,000 - 120,000; Full time

Benefits offered by this job

Comprehensive medical, dental, vision

PTO

Stock options

Job summary

Machina Labs, Inc. is seeking an Office & Employee Experience Manager in California to enhance workplace culture and operations. You will manage office functions, vendor relations, and improve employee engagement initiatives. The role emphasizes strong organizational skills, project management experience, and a creative mindset. Candidates should have 5+ years in office management or HR coordination, ideally in a fast-paced environment. Benefits include comprehensive medical plans and stock options. Salary ranges from $95,000 to $120,000 annually.

Qualifications

• 5+ years of experience in office management or HR coordination.
• Experience in managing vendors and office operations.
• Exposure to recruiting coordination is preferred.

Responsibilities

• Manage day-to-day office operations and vendor relationships.
• Lead employee engagement and cultural initiatives.
• Oversee onboarding and ensure a smooth new hire experience.

Skills

Strong organizational skills

Project management skills

Excellent interpersonal skills

Creative thinking

Proficiency in Microsoft Office

Education

Bachelor’s degree in Business Administration, HR, or Communications

Tools

Gusto

Rippling

BambooHR

Job description

Machina Labs is a fast‑growing advanced manufacturing and technology company building the future of metal forming. With a highly collaborative and innovative team, we are seeking an **Office & Employee Experience Manager** to serve as the central hub of our workplace.

This role owns the end‑to‑end office experience, ensuring seamless day‑to‑day operations while designing and delivering exceptional experiences for employees, candidates, and visitors. You will lead initiatives that shape company culture, elevate engagement, and create a workplace that reflects Machina Labs’ innovation and energy. This is a highly visible role requiring strong judgment, autonomy, and the ability to independently prioritize and execute in a fast‑paced environment.

Key Responsibilities

Office Operations & Vendor Management

• Own the day‑to‑day office operations, ensuring a professional, organized, and high‑functioning workplace, including oversight of vendors, facilities coordination, and workplace services.
• Serve as the primary point of contact for office vendors (facilities, janitorial, catering, office supplies, etc.), managing relationships, performance, and issue resolution.
• Manage office‑related budgets, including meals, snacks, supplies, company swag, and events; make recommendations and decisions on vendor selection and spend.
• Identify and implement improvements to office processes, vendor workflows, and workplace organization to increase efficiency and elevate the overall experience.
• Coordinate travel logistics as needed for executives, board members, employees, and candidates, ensuring a seamless and high‑quality experience.

Visitor & Candidate Experience

• Serve as the primary point of contact and host for all onsite visitors, customers, and candidates.
• Design and continuously improve a high‑quality onsite interview experience, including logistics, hospitality, and coordination.
• Ensure compliance with company policies (e.g., ITAR, visitor protocols).
• Independently resolve issues and adjust processes to improve the overall experience.

Employee Experience & Culture

• Lead the strategy and execution of company events and cultural initiatives, developing creative programs that strengthen employee engagement.
• Own internal event calendar and communications related to employee experience.
• Oversee company meals, snacks, and shared spaces to maintain a welcoming and energizing environment.

Onboarding & New Hire Experience

• Own and evolve the onsite onboarding documentation and experience, ensuring a smooth and engaging introduction for all new hires.
• Design onboarding touchpoints that reinforce company culture and operational readiness.
• Coordinate orientation logistics and continuously improve onboarding processes.

HR & Recruiting Support

• Partner with HR & Talent Teams to support recruiting coordination, including scheduling and candidate communication.
• Support employee programs and initiatives as needed.

Safety & Workplace Support

• Support employee safety programs through coordination of items such as safety shoe vouchers, safety glasses, and general workplace supplies.
• Partner with Facilities/EHS to help administer and communicate safety‑related programs and initiatives.
• Help ensure employees have a smooth and supported experience with required workplace resources.

Systems & Continuous Improvement

• Develop and refine office processes, systems, and workflows to improve efficiency and experience.
• Maintain internal resources (e.g., onboarding materials, office guides, org charts).
• Exercise independent judgment to identify gaps and implement scalable solutions.

This role is designed to evolve with the needs of the business. The responsibilities outlined above represent the core focus areas, but additional duties and projects may be assigned as needed.

Required Background & Experience

• Bachelor’s degree in Business Administration, HR, Communications, or related field preferred.
• 5+ years of experience in office management, workplace experience, HR coordination, or similar role (startup or fast‑paced environment preferred).
• Proven experience managing vendors, budgets, and office operations with minimal oversight.
• Experience planning and executing events or employee engagement programs.
• Exposure to recruiting coordination or HR processes preferred.
• Experience in manufacturing or multi‑site environments is a plus.

Skills & Competencies

• Strong organizational and project management skills with the ability to independently prioritize and execute.
• Creative thinker with a passion for building engaging workplace experiences.
• Excellent interpersonal and communication skills.
• High level of discretion and professionalism.
• Proactive, resourceful, and solutions‑oriented mindset.
• Ability to exercise sound judgment and make decisions in a dynamic environment.
• Proficiency in Microsoft Office and HR tools (e.g., Gusto, Rippling, BambooHR, etc.).

Compensation: $95,000 - $120,000 a year. Actual compensation will be determined based on experience, skills, qualifications, and geographic location.

Benefits: comprehensive medical, dental, vision, PTO, and stock options.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this role. Duties and responsibilities may change based on business needs.

Machina Labs is an affirmative action and equal employment opportunity employer and considers all applicants for employment without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, disability, or status as a protected veteran in accordance with state and federal law.

We endeavor to make the job application process accessible to any and all users. If you have a disability that impacts your ability to complete the job application process and would like to request assistance or a reasonable accommodation, please contact us at (888) 444‑9777. This contact information is for accommodation requests only, not to inquire about the status of applications.