Workplace Operations Specialist (Contract)

ZipHQ, Inc.; New York (NY); On-site; USD 57,000 - 81,000; Full time

Job summary

ZipHQ, Inc. in New York City is seeking a Workplace Operations Specialist to blend hospitality, operations, and strategy for a best-in-class onsite experience.

This role requires 5 days in the office during business hours and is a 1 year contract with potential extension and conversion. You will support the day-to-day operations of the New York office while helping deliver workplace experiences that bring ZipHQ’s culture to life.

Qualifications

• Experience in facility/office operations or hospitality is preferred.
• Ability to coordinate multiple vendors and stakeholders.
• Strong communication and organizational skills.

Responsibilities

• Support daily operations of the New York office, ensuring a clean, organized, and functional environment.
• Act as the first point of contact for workplace-related questions and requests.
• Manage office supplies (ordering, stocking, organizing, and replenishment).
• Coordinate deliveries (ordering, receiving, unpacking, and recycling packaging).
• Maintain shared spaces including kitchens, snack areas, and meeting rooms.
• Support seating plans, space coordination, and occasional office moves.
• Manage room bookings and ensure spaces are set up appropriately.
• Submit and track facilities requests and resolve day-to-day office issues.
• Coordinate vendor services including janitorial, facilities, and food programs.
• Build strong working relationships with vendors and building management.
• Track service schedules and ensure consistent service delivery.
• Escalate issues or service gaps as needed.
• Partner with building management on office operations, updates, and compliance needs.
• Support planning and execution of office events, socials, and celebrations.
• Coordinate logistics for ERG programming, learning sessions, and onsite initiatives.
• Manage office communications related to events, updates, and workplace operations.
• Support seasonal moments (decorations, cultural events, employee recognition).
• Assist with food & beverage programs and overall hospitality experience.
• Help create a positive, engaging, and inclusive office environment.
• Welcome guests and provide a strong first impression of the office.
• Coordinate visitor access and liaise with building management as needed.
• Conduct office tours for new hires and visitors.
• Manage guest logistics including passes, notifications, and coordination.
• Partner with Workplace, People Ops, and other internal teams to support workplace initiatives.
• Communicate updates clearly around operations, events, and workplace changes.
• Contribute to improving workplace processes and playbooks over time.

Skills

Hospitality

Operations

Vendor management

Facilities coordination

Employee experience

Event planning

Guest relations

Cross-functional collab

Communication

Problem solving

Project coordination

Space planning

Budget awareness

Vendor contracts

Procurement support

Safety/compliance

Job description

About Zip

Zip is the AI platform for enterprise procurement — built for humans and agents working together. By orchestrating procurement across teams, tools, and suppliers with the help of AI agents, companies can secure the resources they need to innovate faster than ever before.
The world’s most influential enterprises trust Zip, including T-Mobile, OpenAI, AMD, Mars, Dollar Tree, and more. Together they’ve saved over $8 billion and processed over $500 billion in spend. Zip’s team includes product leaders from Apple, Airbnb, and Meta, as well as former procurement leaders from United Health, Sanofi, MGM Resorts, Discover, and NASA.
Backed by Adams Street, Alkeon, BOND, CRV, DST, Tiger Global, and Y Combinator, Zip has raised $371 million, most recently at a $2.2 billion valuation and has been recognized by Forbes Fintech 50, Fast Company's Most Innovative Companies, Inc. Best in Business, and LinkedIn Top Startups.

Your Role

As a Workplace Operations Specialist, you’ll bring a blend of hospitality, operational excellence, and strategic thinking to everything you do. This role requires 5 days in office during business hours to ensure an excellent onsite employee and visitor experience. This role is a 1 year contract with the possibility of extension and conversion.

You support the day-to-day operations of the New York office while helping deliver workplace experiences that bring Zip’s culture to life.

This role blends hands-on execution with vendor coordination, employee experience, and operational rigor—ensuring the office runs smoothly, is well-maintained, and remains a welcoming environment for employees and guests.

Your Responsibilities

Workplace Operations

• Support daily operations of the New York office, ensuring a clean, organized, and functional environment.
• Act as the first point of contact for workplace-related questions and requests.
• Manage office supplies (ordering, stocking, organizing, and replenishment).
• Coordinate deliveries (ordering, receiving, unpacking, and recycling packaging).
• Maintain shared spaces including kitchens, snack areas, and meeting rooms.
• Support seating plans, space coordination, and occasional office moves.
• Manage room bookings and ensure spaces are set up appropriately.
• Submit and track facilities requests and resolve day-to-day office issues.

Vendor Coordination

• Coordinate vendor services including janitorial, facilities, and food programs.
• Build strong working relationships with vendors and building management.
• Track service schedules and ensure consistent service delivery.
• Escalate issues or service gaps as needed.
• Partner with building management on office operations, updates, and compliance needs.

Workplace Experience, Events & Culture

• Support planning and execution of office events, socials, and celebrations.
• Coordinate logistics for ERG programming, learning sessions, and onsite initiatives.
• Manage office communications related to events, updates, and workplace operations.
• Support seasonal moments (decorations, cultural events, employee recognition).
• Assist with food & beverage programs and overall hospitality experience.
• Help create a positive, engaging, and inclusive office environment.

Guest Experience & Office Presence

• Welcome guests and provide a strong first impression of the office.
• Coordinate visitor access and liaise with building management as needed.
• Conduct office tours for new hires and visitors.
• Manage guest logistics including passes, notifications, and coordination.

Cross-Functional Collaboration

• Partner with Workplace, People Ops, and other internal teams to support workplace initiatives.
• Communicate updates clearly around operations, events, and workplace changes.
• Contribute to improving workplace processes and playbooks over time.

What Success Looks Like

• The New York office runs smoothly and reliably day-to-day
• Employees have a consistently positive and seamless workplace experience
• Vendors are accountable and delivering high-quality service
• Workplace programs (events, food, culture) are well-executed and engaging
• The office is clean, organized, and operationally efficient

The hourly rate for this role is $50/hour. The rate for this position is determined based on a variety of job-related factors that may include location, relevant experience, education, or particular skills and expertise.

We are committed to building a diverse and inclusive workspace where everyone (regardless of age, religion, ethnicity, gender, sexual orientation, and more) feels like they belong.