Office Operations Manager, Chicago

Horizon3 AI

1d•Hybrid

About The Position

Horizon3.ai is seeking an Office Operations Manager for its Chicago office. This role is crucial for both managing the day-to-day operations of the Chicago hub and contributing to the design and scaling of the company's broader workplace strategy across the U.S. The position requires a blend of operational execution and strategic thinking, with the expectation of being in the office 4-5 days per week. The ideal candidate will be comfortable with tasks ranging from restocking the office fridge to supporting lease negotiations and establishing new locations. As Horizon3 grows, this role will be instrumental in transitioning from ad-hoc office decisions to a structured, repeatable, and scalable workplace model. The company views the office as a system that empowers people to perform at their best.

Requirements

Proven experience in office operations, workplace management, or facilities at a scaling company
Experience managing physical spaces AND projects
Strong project management skills with the ability to drive multiple initiatives simultaneously
Experience with vendor management, budgeting, and lease or contract negotiation support
Ability to translate ambiguous business needs into structured plans and execution paths
Strong cross-functional partnership skills; comfortable influencing without formal authority
High ownership mindset—you see problems and solve them without waiting
Equally comfortable in the details and the strategy
Thinks in systems, not one-off solutions
Prioritizes speed + quality, not perfection
Pragmatic—knows when “good enough” is the right call
Takes pride in making environments feel effortless for others

Nice To Haves

Helped open, scale, or relocate offices in multiple markets
Brings a product mindset to operations—iterates, measures, and improves
Naturally looks for ways to standardize without over-engineering
Can operate independently in a remote-first company while owning a physical location
Excited by the idea of building something that doesn’t fully exist yet

Responsibilities

Help stand up and operationalize our new Chicago office, bringing a thoughtfully designed space to life and ensuring it runs smoothly from day one
Own the day-to-day operations of the Chicago hub, ensuring a high-quality, seamless employee experience
Manage vendors, supplies, office services, and on-site logistics
Support in-office events, team gatherings, and leadership visits
Act as the local point of contact for employees, leaders, and cross-functional partners
Maintain a workplace that reflects our culture: high ownership, low friction, high trust
Partner with Sr. Director, People Operations, Finance, and the broader leadership team to define our U.S. workplace strategy
Evaluate new market opportunities (e.g., NYC, D.C.) based on business needs, hiring plans, and cost considerations
Translate ambiguous requirements into clear scopes, options, and recommendations
Lead end-to-end office expansion projects, including market research and location evaluation, scoping trips and on-the-ground assessments, requirements gathering from business stakeholders
Own timelines, dependencies, and execution from idea → decision → launch
Build repeatable frameworks for office evaluation and decision-making, vendor management and cost optimization, and workplace standards across locations
Identify opportunities to reduce friction, improve consistency, and scale efficiently
Partner cross-functionally (People, Finance, IT, Security) to ensure alignment and execution