Office Manager

PhysicsX • New York, NY

38d • $100,000 - $125,000 • Onsite

About The Position

PhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software. We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries. The Office Manager is central to making that vision a reality on the ground. Responsible for the day-to-day running of the New York office (Flatiron area). This is a hands-on, varied role that requires someone who is a self-starter, organized, and genuinely passionate about creating great places to work. The role is led by your local Workplace Lead, while operating under shared standards and governance developed jointly across both regions. Day-to-day you will work most closely with the Workplace Lead in your region, while collaborating closely with your Office Manager counterpart in London (and in the future, Singapore).

Requirements

• Proven experience in an office management, facilities, or workplace operations role
• Experience managing vendors and contractors, with an eye for quality and service standards
• Comfortable with H&S responsibilities and familiar with relevant local compliance requirements
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• A proactive self-starter who takes ownership, responsibility, and follows through without needing to be chased
• Excellent interpersonal and communication skills — able to build strong relationships at all levels
• A genuine passion for creating great workplace experiences and a high bar for quality
• Comfortable working in a fast-paced, scale-up environment where things change quickly
• Collaborative by nature, able to work effectively as part of a distributed global team

Nice To Haves

• Experience managing or supervising others is desirable

Responsibilities

• Manage the day-to-day running of the office, ensuring it is clean, well-stocked (snacks, stationary, cables etc), and fully operational at all times
• Coordinate with building management, contractors, and suppliers to resolve maintenance issues promptly and ensure service delivery meets agreed standards
• Maintain an accurate contractor tracker, keeping records of who has been on site, scope of work, and lead any relevant certifications or compliance documentation needed as per local law
• Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep
• Manage office consumables, supplies, and vendor relationships — placing orders and tracking stock levels
• Maintain accurate records including asset registers, contractor logs, and compliance documentation
• Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries
• Assisting with other ad-hoc cross functional projects when necessary
• Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment
• Manage front of house and reception, ensuring visitors and employees receive a consistently exceptional experience
• Coordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activities
• Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services
• Champion employee experience initiatives, actively seeking feedback and identifying improvements
• Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements
• Carry out routine H&S checks and workplace inspections (e.g. fire safety, first aid stock, equipment checks), logging findings and completing required actions in the EHS system
• Keep the EHS system up to date — uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelines
• Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures
• Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site
• Support the onboarding of new joiners with office orientation, access setup, and induction logistics
• Liaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all times
• Liaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retained
• Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead
• Own and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees — including office guides, building access, amenities, visitor information, and seating plans
• Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-day
• Proactively review documentation on a regular cadence rather than waiting for things to go out of date
• Work with the Workplace Leads to ensure knowledge is structured consistently across EU and US.
• Work closely with colleagues across the function, contributing to shared standards, playbooks, and ways of working
• Maintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learnings
• Escalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriate
• Contribute to the continuous improvement of workplace systems, processes, and documentation

Benefits

• Equity options
• 5% contribution to 401(k)
• Free team lunch 1x/week
• Private health insurance
• Enhanced parental leave (3 months full pay paternity and 6 months full pay maternity leave)
• 20 days of Annual Leave (+ Public Holidays)
• Personal development
• Gympass / Wellhub (subsidized)
• Flexible Spending Account (FSA)

What This Job Offers

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