Workplace Operations Lead - TripActions

The Workplace Team is seeking an experienced Workplace Operations Lead to oversee and evolve our operations in New York, with additional operational support for our Boston site. This role is responsible for the operational excellence of our New York office while driving the development and maintenance of our global workplace standards. The role balances the management of a high-energy office with vendor governance, financial accountability, and project leadership. The position requires a strategic thinker with a hands-on approach to problem-solving and a proven track record of managing complex workplace operations and documentation at scale. 

This is an essential role with a requirement to be in the office 5 days a week, based in New York City.

What You'll Do:

Facilities and Vendor Management

● Own end-to-end facilities operations across sites, overseeing both hard and soft services (HVAC, plumbing, janitorial) with a focus on proactive maintenance and rapid resolution of issues.
● Act as the primary point of contact with building management for all building-related issues, and onsite coordination.
● Source, negotiate, and manage local service providers (including catering, pantry, and janitorial) while optimizing these partnerships for cost-efficiency, high service quality, and the ability to scale.
● Implement a proactive preventative maintenance calendar to identify and resolve building system issues before they disrupt the team.
● Oversee the physical upkeep and aesthetics of the workspace, ensuring all furniture, fixtures, and equipment are in excellent condition.
● Ensure full compliance with all local health and safety regulations, including OSHA standards and site specific building codes.
● Manage and oversee emergency preparedness protocols, including emergency response plans and the coordination of.

Operational Excellence

● Refine internal operating systems, including the streamlining of workflows for workplace requests, procurement, and ticketing across sites.
● Maintain Site Playbooks ensuring all local standard operating procedures (SOPs) are documented, formatted, and accessible to the team.
● Own the annual OpEx budgets by monitoring expenditures and performing monthly forecasting to ensure all regional spending remains within budget.
● Deliver data-driven insights to leadership on site performance, risks, and opportunities to ensure informed decision-making.

Space Planning

● Manage the physical layout of the office, including seating assignments, desk configurations, and headcount growth planning across sites.
● Lead the execution of office projects such as moves, minor renovations, or relocations, ensuring all physical setups are completed on schedule and within budget.
● Analyze office utilization and occupancy data to provide leadership with insights on how the space is used and where improvements can be made.

Team Management and Collaboration

● Manage local team members and provide guidance and support within the region to foster a collaborative environment and ensure alignment with workplace objectives.
● Serve as the primary liaison between regional and global teams to maintain clear lines of communication and ensure local needs are represented in global strategy.
● Collaborate with site partners and stakeholders to ensure workplace operations seamlessly support departmental goals, from employee experience to fiscal compliance.

Employee and Visitor Experience

● Provide consistent and transparent communication to the office regarding workplace changes, initiatives, and building updates.
● Act as the primary workplace point of contact for new hires, managing the physical onboarding process and integrating them into the office environment.
● Maintain a high-touch feedback loop with employees to identify and resolve pain points related to the office environment and well-being.

What We're Looking For:

• Bachelor's degree with 5+ years of experience in workplace operations or facilities management, with a proven track record in a "Lead" or "Senior" capacity.
• Proven ability to independently oversee operations across multiple locations, with a track record of balancing high-stakes site needs with regional strategic goals.
• Direct experience managing office budgets and spending, including OpEx forecasting and vendor-related financial reconciliation.
• Strong operational knowledge of facilities management, including coordinating hard and soft services, managing landlord relations, and navigating building protocols.
• Advanced organizational skills with experience in process documentation and maintaining internal wikis or standard operating procedures.
• Demonstrated success in vendor negotiation, including managing contracts and service-level agreements for both hard and soft services.
• Proficiency with G-Suite, Slack, and project management tools like Jira or Asana; familiarity with data analysis for office utilization is a plus.
• A proactive leader who can work autonomously to solve high-stakes problems while collaborating effectively with a global team.