Workplace Experience Manager

Academia.edu; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Comprehensive Healthcare Coverage

Generous Time Off

Flexible Work Arrangements

Competitive Compensation

Mission-Driven Company

Job summary

Academia.edu is seeking a Workplace Experience Manager in San Francisco to organize spaces, anticipate needs, and optimize everyday office operations. You will oversee IT setup, space design, and alignment with our SVP of People Operations to foster a productive workplace.

This role requires 4+ years in facilities/office operations, strong vendor and budget management, and hands-on IT support in a hybrid environment. In-office, five days a week in the Financial District.

Qualifications

• 4+ years of facilities management, office operations, or workplace experience
• Proven track record of vendor relationships and service contracts
• Budget management experience with cost control and vendor negotiation
• Hands-on experience with basic IT troubleshooting and technology support
• Proactive problem solving mindset with attention to detail
• Experience supporting a hybrid workforce and virtual collaboration tools
• Strong communication skills across all levels of the organization and vendors
• Customer service experience focused on employee satisfaction

Responsibilities

• Office Management: manage weekly food orders, tidy conference rooms, coordinate maintenance and repairs, and ensure safety procedures are up to date.
• Company Culture: drive workplace innovation and initiatives to strengthen in-person and remote employee connections, and coordinate office events to reinforce culture.
• Executive Communication: partner with executives, anticipate needs, act proactively, and communicate confidently.
• Technology: provide basic IT support, manage Google Workspace/Zoom/Slack, maintain conference room tech and booking systems, and assist IT consultants to optimize network performance.
• Financial Administration: manage relationships with building management and vendors, oversee billing, renewals, budget tracking, and spend reporting.
• Skills and Experience: support hybrid work and collaboration tools, communicate effectively, and deliver high levels of employee service

Skills

Facilities management

Vendor management

Budget management

IT troubleshooting

Hybrid workforce support

Communication

Customer service

Proactive problem solving

Tools

Google Workspace

Zoom

Slack

Job description

About Us

Academia.edu is a venture-backed, for-profit, and profitable company based in San Francisco. We are recognized as the world’s leading platform for researchers and scholars to share work, discover research, and connect with academics globally. Our bold vision is to democratize and accelerate the world's research, enhancing the speed of scientific discovery and technological progress for the benefit of everyone. We imagine a world where accessing academic papers is effortless, keeping track of cutting-edge research is seamless and collaborating with researchers is easier than ever before. Our platform empowers millions of scholars worldwide to push the boundaries of human understanding. We believe in the power of knowledge to change lives and the world, and our commitment to this mission drives everything we do.

Join us as we continue to redefine what's possible in the world of research. Discover careers that challenge, inspire and propel you toward a future where your ideas can truly change the world. At Academia.edu, we're not just shaping the future of research—we're shaping the future of possibilities.

We’re looking for a Workplace Experience Manager who gets genuinely excited about organizing spaces, anticipating needs before they arise, and turning everyday office operations into something exceptional. This is a behind the scenes hero ensuring everything from IT setup to space design runs like clockwork. We need someone who sees potential in every corner and gets excited about making people’s workdays better.

Reporting to the SVP of People Operations, you’ll be the mastermind in creating an environment where our values and culture comes alive in our workspace.

Please note this role is 5 days a week in office, in the Financial District, San Francisco.

Responsibilities

Office Management

• Manage weekly food orders, refilling snack and coordinate with lunch caterer

• Enhance the physical office environment, tidying conference rooms, storage areas, and shared spaces; improve organization and atmosphere.

• Coordinate maintenance and repairs to minimize office disruptions

• Conduct regular safety assessments and implement improvements to emergency procedures, first aid kits, and relevant workplace safety training to protect the wellbeing of our employees.

Company Culture

• Drive workplace innovation by identifying opportunities to enhance both in-office and remote employee experiences.

• Develop initiatives or programs that strengthen connection and collaboration between in-person and remote employees

• Coordinate office events and celebrations that strengthen company culture and brings teams together.

Executive Communication

• Partnering with executives: anticipate needs, act proactively, and communicate with confidence

Technology

• Provide first line technical support for basic hardware, software, and/or connectivity issues.

• Administer company-wide tools such as Google workspace, Zoom, Slack

• Maintain conference room technology, booking systems, and room setups, and other office technology such as printers, video conferencing equipment, and tv displays.

• Collaborate with our IT consultants to optimize network performance and troubleshoot connectivity issues.

• Manage office access through building keycard systems, visitor management, and security protocols

Financial Administration

• Create relationships with building management and external vendors. Oversee the billing, contract renewals, reporting, and budget tracking.

• Analyze quarterly spend reports and identify opportunities to optimize processes, reduce costs, and increase efficiency

• Oversee office supplies and inventory ensuring teams have everything they need to succeed

Skills and Experience

• 4+ years of experience in facilities management, office operations or workplace experience

• Proven track record of managing vendor relationships and service contracts.

• Budget management experience with cost control and vendor negotiation

• Hands on experience with basic IT troubleshooting and technology support

• Proactive problem solving mindset with attention to detail

• Experience supporting a hybrid workforce and virtual collaboration tools

• Strong communication skill so interact with all levels of the organization and vendors

• Customer service experience with a focus on employee satisfaction

Benefits

• Comprehensive Healthcare Coverage: 100% employer-paid medical, dental, and vision insurance for you and your dependents

• Generous Time Off: 21 paid vacation days, 12 paid company holidays, and unlimited sick days; paid parental leave and other leaves for life’s needs; 6-week paid sabbatical every 4 years

• Flexible Work Arrangements: Flexible daily schedules within a hybrid work environment, annual remote-office budget, and monthly WFH internet stipend

• Competitive Compensation: Competitive salary, 401k plan, and stock options

• Mission-Driven Company: Join a mission-driven company to accelerate and democratize the world’s research

Learn more on our Careers Page!

Academia is a proud equal-opportunity employer and we are committed to hiring and supporting a diverse workforce. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.