Workplace Experience Manager

Vapi

United States

On-site

USD 110,000 - 120,000

Full time

14 days+

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Benefits offered by this job

Competitive salary with equity ownership

Comprehensive health coverage

Quarterly off-sites

Flexible time off

Catered meals and transportation

Annual L&D budget of $10k

Job summary

Vapi is hiring a Workplace Experience Manager to oversee day-to-day office operations and support candidate logistics in both San Francisco and New York. The ideal candidate will thrive in ambiguity and be adept at managing vendors and office workflows, ensuring a seamless experience for candidates and employees alike.

This role is perfect for someone with 4+ years of experience in office operations or recruiting coordination in tech or startup environments.

Qualifications

4+ years across office operations and/or recruiting coordination in a tech or startup environment.
Proven experience working directly with vendors and building management.
Strong operational instincts to identify and fix inefficiencies.

Responsibilities

Oversee day-to-day office operations across multiple locations.
Manage candidate logistics and interview scheduling.
Lead vendor negotiations and oversee office improvements.

Skills

Office operations

Recruiting coordination

Vendor management

Calendar logistics

Communication

Job description

Voice AI that resolves, not transfers. Most phone systems trap callers in menus and scripts. Vapi is the platform for deploying voice agents that know your business and can listen, adapt, and resolve in minutes.

The numbers: 1 billion calls. 1 million developers. 10x enterprise ARR growth
The customers: Amazon Ring, ServiceTitan, New York Life, Intuit, Kavak, and thousands more, from YC startups to the Fortune 500
The news: a $50M Series B led by Peak XV Partners, with Bessemer Venture Partners, Kleiner Perkins, M12 (Microsoft's Venture Fund), Y Combinator, and our earlier backers. Total raised: $72M

Vapi (/ˈVɑːpi/)

Voice AI that resolves, not transfers
Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life
Trusted by 1 million developers building the future of voice agents
Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised

Why We’re Hiring This Role

We need one trusted operator to own the two things that define how Vapi feels from the inside: the physical workplace and a candidate's first impression of us. You'll be the central point of contact for vendors, facilities, and on‑site operations — and the connective tissue of our recruiting process. Ideal for someone who thrives in ambiguity and thinks well beyond the job description. We are hiring one Workplace Experience Manager in San Francisco and one in New York. This is an individual contributor role.

Workplace Experience Manager (San Francisco and New York)

What You’ll Do

30 Day: Take over day‑to‑day office operations across both floors (vendors, food, supplies, cleaning, facilities) and keep them running without dropped balls. Own interview scheduling end‑to‑end across time zones. Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages. Step in as on‑site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what's broken or ad‑hoc.
60 Day: Become the primary contact for all vendors and building management (COIs, access, maintenance). Run the full candidate logistics experience — confirmations, prep, travel, day‑of hosting — and keep loops moving (debriefs, feedback, stalled‑pipeline flags). Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and write SOPs. Support offer logistics and the handoff into onboarding.
90 Day: Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build‑outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Own problems end‑to‑end and proactively surface what the office needs next.

Who You Are

4+ years across office operations and/or recruiting coordination in a tech or startup environment (we’ll weight the mix toward whichever half is heaviest for us today)
Proven experience working directly with vendors, contractors, and building management
Strong operational instincts — you notice what's broken, missing, or inefficient and fix it
Exceptional at calendar logistics and juggling competing, time‑sensitive priorities without dropping anything
Discreet and trustworthy with confidential candidate and compensation information
Comfortable in a fast‑paced, high‑growth startup with constant change
Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike
Hands‑on, proactive, and willing to roll up your sleeves

How We Work

Build something worthy of love
- Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.
Commit and follow through
- We finish what we start and build trust by being people others can count on.
Why not today?
- We value urgency and momentum. The fastest path to customer value usually wins.
Seek raw input
- We go directly to customers, data, and teammates instead of relying on summaries or assumptions.
It’s our problem
- We operate as one team. We share credit, own mistakes together, and support each other when things get hard.
Be direct and kind
- We give feedback clearly, respectfully, and without delay.