Office Manager (New York)

Baseten • New York, NY

1d • Onsite

About The Position

As our Office Manager, you’ll own the rhythms and details that make the New York office work: facilities coordination, vendor management, supplies and pantry programs, visitor and onboarding readiness, and a high bar for cleanliness and functionality.
This role is hands-on and highly collaborative. Baseten moves fast, and you should be ready to hit the ground running. You’ll report to the Workplace Experience Manager, be a founding member of our Workplace Experience Team (WPX) and partner with IT, People Ops, and EA’s to proactively solve problems before they impact employees.
This role is based in hospitality with employees as the customers. You’ll create an exceptional workplace experience by pairing high-touch hospitality with high-precision execution. Employees will know you as the calm, friendly point of contact, while you quietly orchestrate vendors, access workflows, and last-mile details behind the scenes so the office runs smoothly every day.

Requirements

• 3–5+ years of experience in office management, workplace operations, facilities coordination.
• Ability to work autonomously as you’ll be the only WPX member in NY
• Strong vendor management skills, including working through issues quickly and professionally.
• Excellent organizational habits and follow-through, with comfort juggling multiple requests at once.
• Experience bringing people together and creating space for culture in a rapidly changing environment (e.g., local programming, office moments, team rituals).
• High attention to detail and pride in running a tight, welcoming office.
• Clear written and verbal communication skills.
• Calm under pressure, adaptable, and proactive about solving problems before they escalate.
• Availability and interest in being onsite in our New York office five days a week.
• Availability to accommodate early or late hours as needed for event production and onsite coordination.

Responsibilities

• Plan and execute a thoughtful calendar of employee-facing events.
• Own NY-based event production end-to-end: vendor sourcing, catering and rentals, contracts, run-of-show, onsite setup, and day-of execution.
• Support logistics for team onsites hosted in NY, including space setup, catering coordination, and on-the-ground execution.
• Track budgets, contracts, and feedback to continuously improve quality and efficiency.
• Partner with the Workplace Experience team to support planning and execution of bi-annual company off-sites (logistics, vendor coordination, onsite support as needed).
• Serve as the first point of contact for employees and guests, creating a welcoming, professional experience.
• Own daily office operations: shared space upkeep, inventory management, and lunch/pantry/coffee programs.
• Manage relationships with building management and service vendors (janitorial, maintenance, repairs, security), including contracts and COIs.
• Oversee physical security and access processes (badge coordination, visitor workflows, vendor access, and compliance with building requirements).
• Partner with the IT team to ensure office-facing systems (A/V, conference rooms, access workflows) function reliably.
• Identify and implement process improvements that reduce friction and increase reliability.
• Support employee travel between offices including making sure they have access, lunch and a desk.
• Support new hire onboarding logistics, including workspace setup.
• Maintain seating plans and manage desk moves, team reconfigurations, and workspace assignments.
• Anticipate workspace and supply needs (desks, chairs, monitors, meeting rooms, shared supplies) and coordinate procurement.
• Partner with the Workplace Experience Manager to support office buildouts, expansions, and moves as needed.

Benefits

• Competitive compensation, including meaningful equity.
• 100% coverage of medical, dental, and vision insurance for employee and dependents
• Generous PTO policy including company wide Winter Break (our offices are closed from Christmas Eve to New Year's Day!)
• Paid parental leave
• Company-facilitated 401(k)
• Exposure to a variety of ML startups, offering unparalleled learning and networking opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed