Workplace Operations Specialist

Workplace Operations Specialist

We are looking for a Workplace Operations Specialist to lead day-to-day workplace operations for our San Francisco office and support our Palo Alto office through regular onsite presence. This role will help create a welcoming, productive, safe, and engaging office experience for employees, candidates, customers, and visitors.

You will partner closely with People, Finance, IT, Security, Legal, Events, Recruiting, and local office stakeholders to ensure our workplace programs and services support employee connection, operational excellence, and the company's broader talent strategy.

Our Workplace team is responsible for creating office environments that feel human, energizing, inclusive, and thoughtfully designed. We set high standards for how people experience work every day and help ensure employees feel supported, connected, and motivated throughout their careers.

Workplace Strategy and Employee Experience

• Support the development and execution of workplace programs that align with company values, employee needs, and business priorities.

• Partner with Events and People teams to create in-office experiences that encourage connection, collaboration, and productivity.

• Help design a consistent and engaging office experience for local employees, visiting employees, candidates, customers, and guests.

• Identify opportunities to improve workplace services, office usage, employee experience, and operational efficiency.

• Promote a culture of inclusion, hospitality, collaboration, and productivity across assigned office locations.

Operations and Facilities Management

• Manage daily workplace operations for the San Francisco office and support the Palo Alto office through weekly visits and additional travel as needed.

• Oversee core workplace services, including food and beverage, snacks, cleaning, maintenance, front desk, guest services, office supplies, and site readiness.

• Partner with local office leads and vendors to maintain consistent quality, service, and maintenance standards across assigned offices.

• Coordinate proactive maintenance, space planning, office repairs, and workplace improvement projects.

• Help implement standardized workplace programs, policies, and practices in collaboration with internal partners and local office stakeholders.

Budget, Vendors, and Procurement

• Manage workplace budgets, invoice review, purchase approvals, and expense tracking in partnership with Finance.

• Prepare and maintain proposals for workplace initiatives, including scope, budget, timeline, business rationale, and expected impact.

• Evaluate vendor performance, negotiate service improvements, and identify cost-saving opportunities related to facilities, services, and workplace programs.

• Ensure workplace expenses are accurately allocated and aligned with organizational goals.

Health, Safety, and Emergency Preparedness

• Partner with internal teams to support workplace health, safety, and emergency preparedness programs.

• Coordinate emergency response planning, drills, employee communications, and office-specific readiness materials.

• Help ensure employees have access to relevant safety information, emergency procedures, and workplace resources.

• Support compliance with applicable company policies and local workplace requirements.

Cross-Functional Collaboration

• Build and maintain strong relationships with internal partners across People, Finance, IT, Security, Legal, Events, Recruiting, and business teams.

• Communicate workplace updates, operational changes, and office expectations clearly to employees and leaders.

• Gather employee feedback and use it to improve workplace programs, services, and office experience.

• Influence stakeholders and support the successful rollout of workplace initiatives across assigned locations.

What You'll Bring

• 7+ years of experience in workplace operations, facilities management, hospitality, office management, or a related operational role.

• Experience managing workplace operations for multi-location or high-growth organizations.

• Strong knowledge of office services, vendor management, facilities maintenance, food and beverage programs, employee experience, and workplace safety practices.

• Demonstrated ability to manage budgets, review invoices, track expenses, and identify cost-saving opportunities.

• Excellent project management skills, with experience delivering workplace initiatives on time and within budget.

• Strong stakeholder management skills and the ability to influence cross-functional partners.

• Ability to operate independently in a fast-paced, onsite environment with shifting priorities.

• Experience leading workplace enhancements that improve employee experience while balancing cost, quality, and operational needs.

• Bachelor's degree in Business Administration, Facilities Management, Operations Management, or equivalent practical experience preferred.

• Must be located within commutable distance of the San Francisco office and able to work onsite. Weekly travel to the Palo Alto office is required, with additional travel as needed.

Physical Requirements

This role requires regular onsite presence and may involve walking through office spaces, standing for extended periods, lifting or moving office supplies, and supporting event or facilities setup. Reasonable accommodations will be provided as required by law.