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Workplace Experience Manager (NY)

External
reflectionai logoReflectionai · NY
Full-timeOn-site1w ago
ComplianceDocumentationVendor Management
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Responsibilities

  • 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

Requirements

  • 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 escalate

Benefits

We believe that to build superintelligence that is truly open, you need to start at the foundation. Joining Reflection means building from the ground up as part of a small talent-dense team. You will help define our future as a company, and help define the frontier 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 the best talent globally.Health & wellness: Comprehensive medical, dental, vision, life, and disability insurance.Life & family: Fully paid parental leave for all new parents, including adoptive and surrogate journeys. Financial support for family planning.Benefits & balance: paid time off when you need it, relocation support, and more perks that optimize your time.Opportunities to connect with teammates: lunch and dinner are provided daily. We have regular off-sites and team celebrations.Health insuranceDental insuranceVision insuranceEquity / stock optionsParental leave

Additional Information

Our Mission Reflection's mission is to build open superintelligence and make it accessible to all . We're developing open weight models for individuals, agents, enterprises, and even nation states. Our team of AI researchers and company builders come from DeepMind, OpenAI, Google Brain, Meta, Character.AI, Anthropic and beyond. Role Overview We're looking for an Office Manager to own the day-to-day operations of our New York City 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 NYC office is growing fast, and you'll play a key part in making our new ~8,000 sq ft 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.

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