Senior Workplace Operations Manager

SimplePractice; United States; Hybrid; USD 145,000 - 180,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401(k) Matching

Flexible Time Off

Mental Health Resources

Parental Leave

Tuition Reimbursement

ERGs

Summer Fridays

Job summary

SimplePractice is seeking a Senior Workplace Operations Manager to drive our distributed, in-person-first real estate program across geographies. You will own CDMX lease negotiations, space planning, and buildouts, while stewarding a global real estate portfolio and distributed workplace initiatives.

You'll partner with senior leadership to align strategy with budgets, timelines, and regulatory requirements, delivering data-driven recommendations and weekly status updates as milestones unfold

Qualifications

• 7+ years in workplace operations or real estate within distributed organizations.
• Experience managing CDMX or Latin America real estate projects is a plus.
• Strong financial and data-driven decision-making.

Responsibilities

• Lead real estate strategy, portfolio management, and space utilization analysis.
• Own CDMX project end-to-end: lease negotiations, space planning, buildout, move-in by May 2027.
• Coordinate with external partners and internal stakeholders to ensure on-time, on-budget delivery.
• Provide monthly leadership briefings with risk and budget summaries.

Skills

Real estate portfolio management

Project management

Budgeting & forecasting

Executive communication

Vendor management

Cross-geography coordination

Data fluency

Ownership mindset

Tools

Slack

Zoom

Google Workspace

PM software

Job description

About Us

At SimplePractice, we are improving access to quality care by equipping health and wellness clinicians with all the tools they need to thrive in private practice. More than 250,000 providers trust SimplePractice to build their business through our industry-leading software with powerful tools that simplify every part of practice management. From admin work to clinical care, our suite of innovative solutions work together to reduce administrative burden-empowering solo and small group practitioners to thrive alongside their clients. Award-winning and people-first, SimplePractice is shaping the future of health tech. Recognized by MedTech Breakthrough, the Digital Health Awards, and BuiltIn's Best Places to Work.

The Role

We believe in being distributed by design, in-person with intent - attracting the best talent regardless of location while investing strategically in meaningful physical touchpoints that reflect our values and support our people. The Senior Workplace Operations Manager is the person who makes that philosophy real.

This is a hands-on, execution-focused role for someone who is equally comfortable presenting a real estate recommendation to the executive team and walking a job site in Mexico City. The ideal candidate is a true owner and relentless driver - someone who builds the plan, manages the details, holds partners accountable, and never lets a deadline sneak up on the team. They bring strong financial and data fluency, sharp communication skills, and the operational discipline to keep complex, multi-workstream projects moving without losing sight of the end goal.

One of the most immediate priorities is driving the next phases of our CDMX office project - from lease negotiation through space planning, buildout, and move-in by May 2027. This role will own that project end to end while simultaneously managing our broader global real estate portfolio and distributed workplace programs.

This role is currently an individual contributor position with no direct reports, with potential to grow in scope as the function evolves.

Responsibilities

Real Estate Strategy & Portfolio Management

• Build and maintain the financial, headcount, capacity, and space utilization analysis that drives major real estate decisions - including site selection, lease terms, and portfolio optimization - updated quarterly and presented to senior leadership
• Actively manage the company's global real estate portfolio - tracking all leases, co-working agreements, critical dates, renewals, and termination options to ensure the company is always negotiating from a position of preparation
• Serve as the internal facilities owner - the go-to resource for space needs, vendor escalations, and day-to-day operational issues across all geographies

Mexico City (CDMX) Office - Lease, Space Planning & Buildout

• Own the CDMX project end to end - drive lease negotiations to execution, lead space planning with the architect and designer, manage the full buildout through the PM firm and contractor network, and deliver a fully operational hybrid workplace by May 2027
• Conduct regular site visits and attend contractor and vendor meetings - staying close enough to the day-to-day reality of the project to catch issues before they become problems
• Personally manage all external partners - PM firm, broker, architect, and contractors - holding each accountable to scope, quality, timeline, and budget
• Deliver bi-weekly project status briefings to the Senior Director, People & Culture - covering milestones, upcoming decisions, risks, and budget summary; expedite critical issues immediately without waiting for scheduled check-ins

In-Person Gathering & Distributed Workplace

• Evaluate, recommend, and facilitate flexible co-working, pop-up, or on-demand workspace solutions in high-density employee regions - reviewed and updated semi-annually or as needed
• Partner with the Executive Assistant team on in-person gathering strategy - serving as the workplace and space design resource to ensure gatherings align with our physical touchpoint philosophy
• Pilot and evolve hub-based gathering programs - bringing a quarterly recommendation to leadership on new models for how and where our distributed teams come together

Operations, Budget & Vendor Management

• Partner with Procurement to manage vendor and partner relationships, conducting quarterly performance reviews and maintaining an always-current vendor tracker.
• Maintain the monthly budget report across all physical workplace initiatives - accurate forecasting, variance tracking, and a clear forward-looking financial view delivered to the Senior Director, People & Culture each month
• Own and maintain comprehensive project plans across all workplace initiatives - updated weekly and shared with relevant stakeholders as the single source of truth for timelines, owners, dependencies, and risks
• Ensure all physical spaces and events comply with local regulations, safety standards, and insurance requirements across all geographies

Senior Leadership Partnership

• Deliver a monthly real estate and workplace briefing to the ELT - covering portfolio status, CDMX project updates, budget summary, and upcoming decisions; materials should be concise, data-informed, and decision-ready

Desired Skills & Experience

• 7+ years of hands-on experience in workplace operations, real estate, facilities management, or site operations - ideally within a remote-first or distributed organization; you have been in the weeds - personally executing vendor management, contractor oversight, budget tracking, site selection, lease negotiations, portfolio management, and buildouts - and you know how to drive every one of them to completion
• Workplace space planning experience - translating how teams work into physical environments that support collaboration, focus, and culture
• Exceptional project management discipline - rigorous project plans, relentless focus on deadlines, and the ability to manage multiple complex workstreams simultaneously without losing momentum
• Strong financial and data fluency - building and maintaining financial models, budget trackers, and utilization analyses that inform real decisions
• Executive communication skills - track record of delivering polished, concise, insight-driven briefings to senior and executive audiences
• A true owner mentality - full accountability, proactive communication, and relentless energy toward outcomes
• Comfortable operating in ambiguity across multiple geographies and time zones
• High proficiency with collaboration tools (Slack, Zoom, Google Workspace) and project management platforms

Bonus Points

• Direct experience in real estate transactions in Mexico or Latin America
• Experience managing operations across multiple countries, particularly US, Mexico, DR, and/or Ukraine
• PMP, FMP, or equivalent certification
• Experience working within a People & Culture or HR organizational structure

Benefits

We offer a competitive benefits program including:

• Medical, dental, vision, life & disability insurance
• 401(k) plan with company match
• Flexible Time Off (FTO), wellbeing days, paid holidays, and summer Fridays
• Mental health resources
• Paid parental leave & Backup Care
• Tuition reimbursement
• Employee Resource Groups (ERGs)

California Job Applicant Privacy Notice

Thank you for your interest in opportunities at SimplePractice LLC ("SimplePractice" or "us" or "we" or "our"). Please note that when you submit your resume or application materials to us for employment purposes, you are subject to the SimplePractice California Job Applicant Privacy Notice.

For more information about our privacy practices, please contact us at [e-mail].

Base Compensation Range

Base salary is one component of total compensation. Employees may also be eligible for an annual bonus or commission. Some roles may also be eligible for overtime pay.

The amount below represents the expected annual base compensation range for this job requisition. Ultimately, in determining your pay, we'll consider many factors including, but not limited to, skills, experience, qualifications, geographic location, and other job-related factors.

$145,000 — $180,000 USD