Workplace Experience Manager (D.C.)

Reflection AI; Washington; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Stock options

Health insurance

Meals provided

Parental leave

Unlimited PTO

Visa sponsorship

Team events

Job summary

Reflection AI is seeking an Office Manager to own the day-to-day operations of our Washington, D.C. office. You will oversee facilities, vendors, onboarding, events, and compliance, partnering with People Ops and IT to ensure a welcoming, organized workspace from day one.

You will manage vendor relationships, maintain safety documentation, and coordinate in-office meals and team activities, contributing to a high-growth startup environment.

Qualifications

• Proven experience in office management or related operations roles.
• Strong organizational skills with ability to balance competing priorities.
• Ability to build scalable processes and systems for a growing office.

Responsibilities

• Own day-to-day office operations including facilities, supplies, meeting rooms, and vendor management.
• Serve as primary contact for building management, maintenance, and external vendors.
• Keep the office clean, organized, and fully functional for employees and guests.
• Coordinate repairs, services, and workspace improvements.
• Partner with People Ops and IT to support onboarding for new hires.
• Ensure desks, equipment, and access are ready before day one.
• Coordinate in-office catering, team events, and company offsites.
• Maintain health and safety practices and compliance documentation.

Skills

Office management

Vendor management

Onboarding

Event planning

Communication

Tools

Facilities management software

Job description

Our Mission

Reflection is a research lab making intelligence open and accessible for everyone to use, customize, and build on. We build open models that let anyone control their intelligence and help shape the future of AI. Our mission: make intelligence open and accessible to all.

Role Overview

We’re looking for an Office Manager to own the day-to-day operations of our first Washington D.C. office and build the environment where our team does their best work. This is a hands-on, high-ownership role at the center of everything that keeps the office running: facilities, vendors, onboarding, events, and compliance. Our D.C. office is our newest hub and is growing fast, and you’ll play a key part in making our new space operational, organized, and genuinely welcoming from day one. You’ll work closely with People Ops and IT and will be the first and last line of defense for the physical workplace.

What You’ll Do

• Own all day-to-day office operations: facilities, supplies, meeting rooms, vendor management




• Serve as primary point of contact for building management, maintenance, and external vendors




• Keep the office clean, organized, and fully functional for employees and guests




• Coordinate repairs, services, and workspace improvements




• Partner with People Ops and IT to support seamless onboarding for new hires




• Ensure desks, equipment, and access are ready before day one




• Coordinate in-office catering, lunches, team events, socials, and company offsites




• Maintain health and safety practices, compliance documentation, and workplace safety procedures

What We’re Looking For

• Proven experience in office management, workplace operations, or a similar role, ideally in a startup or high-growth environment




• Strong organizational skills with the ability to manage competing priorities without dropping anything




• A highly resourceful individual, eager to build systems and processes for scale




• Experience setting up and managing vendors, facilities, and office budgets




• Clear communicator who is comfortable working across teams and levels




• High ownership mindset: you spot problems before they surface and solve them without being asked




• Reliable and detail-oriented, with the judgment to know when to

What We Offer:

We believe that to make intelligence open and accessible to all, you need to start at the foundation. Joining Reflection means building from the ground up as part of a talent-dense team. You will help define our future as a company, and help define the future of open foundational models.

We want you to do the most impactful work of your career with the confidence that you and the people you care about most are supported.

• Top-tier compensation: Salary and equity structured to recognize and retain our talent globally.




• Stock options: Everyone who joins and contributes to Reflection's success gets to share in the ups ide through stock options.




• Health & wellness: Comprehensive medical, dental, vision, and life, with an annual wellness allowance.




• Meals: Lunch and dinner are provided in the office daily.




• Life & family: 22 weeks paid parental leave for all new birthing and non-birthing parents, including adoptive and surrogate journeys.




• Vacation days: Unlimited paid time off in the U.S. and 30 days in the U.K.




• Sponsorship support: We sponsor visas to help exceptional talent join our team and support long-term immigration pathways where applicable.




• Team building: We have regular off-sites, happy hours, and team celebrations.

Export Control Notice: This position may require access to technology or source code subject to the U.S. Export Administration Regulations. Any offer of employment for this role may be conditioned on the Company's ability to provide the candidate with access to such technology or source code in compliance with applicable U.S. export control laws, which may require the Company to seek government authorization.