Senior Workplace Operations Manager

SimplePractice

2d•$145,000 - $180,000•Hybrid

About The Position

At SimplePractice, we are improving access to quality care by equipping health and wellness clinicians with all the tools they need to thrive in private practice. More than 250,000 providers trust SimplePractice to build their business through our industry-leading software with powerful tools that simplify every part of practice management. From admin work to clinical care, our suite of innovative solutions work together to reduce administrative burden—empowering solo and small group practitioners to thrive alongside their clients. Award-winning and people-first, SimplePractice is shaping the future of health tech. Recognized by MedTech Breakthrough, the Digital Health Awards, and BuiltIn's Best Places to Work. We believe in being distributed by design, in-person with intent — attracting the best talent regardless of location while investing strategically in meaningful physical touchpoints that reflect our values and support our people. The Senior Workplace Operations Manager is the person who makes that philosophy real. This is a hands-on, execution-focused role for someone who is equally comfortable presenting a real estate recommendation to the executive team and walking a job site in Mexico City. The ideal candidate is a true owner and relentless driver — someone who builds the plan, manages the details, holds partners accountable, and never lets a deadline sneak up on the team. They bring strong financial and data fluency, sharp communication skills, and the operational discipline to keep complex, multi-workstream projects moving without losing sight of the end goal. One of the most immediate priorities is driving the next phases of our CDMX office project — from lease negotiation through space planning, buildout, and move-in by May 2027. This role will own that project end to end while simultaneously managing our broader global real estate portfolio and distributed workplace programs. This role is currently an individual contributor position with no direct reports, with potential to grow in scope as the function evolves.

Requirements

7+ years of hands-on experience in workplace operations, real estate, facilities management, or site operations — ideally within a remote-first or distributed organization — you have been in the weeds — personally executing vendor management, contractor oversight, budget tracking, site selection, lease negotiations, portfolio management, and buildouts — and you know how to drive every one of them to completion
Workplace space planning experience — translating how teams work into physical environments that support collaboration, focus, and culture
Exceptional project management discipline — rigorous project plans, relentless focus on deadlines, and the ability to manage multiple complex workstreams simultaneously without losing momentum
Strong financial and data fluency — building and maintaining financial models, budget trackers, and utilization analyses that inform real decisions
Executive communication skills — track record of delivering polished, concise, insight-driven briefings to senior and executive audiences
A true owner mentality — full accountability, proactive communication, and relentless energy toward outcomes
Comfortable operating in ambiguity across multiple geographies and time zones
High proficiency with collaboration tools (Slack, Zoom, Google Workspace) and project management platforms

Nice To Haves

Direct experience in real estate transactions in Mexico or Latin America
Experience managing operations across multiple countries, particularly US, Mexico, DR, and/or Ukraine
PMP, FMP, or equivalent certification
Experience working within a People & Culture or HR organizational structure

Responsibilities

Build and maintain the financial, headcount, capacity, and space utilization analysis that drives major real estate decisions — including site selection, lease terms, and portfolio optimization — updated quarterly and presented to senior leadership
Actively manage the company's global real estate portfolio — tracking all leases, co-working agreements, critical dates, renewals, and termination options to ensure the company is always negotiating from a position of preparation
Serve as the internal facilities owner — the go-to resource for space needs, vendor escalations, and day-to-day operational issues across all geographies
Own the CDMX project end to end — drive lease negotiations to execution, lead space planning with the architect and designer, manage the full buildout through the PM firm and contractor network, and deliver a fully operational hybrid workplace by May 2027
Conduct regular site visits and attend contractor and vendor meetings — staying close enough to the day-to-day reality of the project to catch issues before they become problems
Personally manage all external partners — PM firm, broker, architect, and contractors — holding each accountable to scope, quality, timeline, and budget
Deliver bi-weekly project status briefings to the Senior Director, People & Culture — covering milestones, upcoming decisions, risks, and budget summary; escalate critical issues immediately without waiting for scheduled check-ins
Evaluate, recommend, and facilitate flexible co-working, pop-up, or on-demand workspace solutions in high-density employee regions — reviewed and updated semi-annually or as needed
Partner with the Executive Assistant team on in-person gathering strategy — serving as the workplace and space design resource to ensure gatherings align with our physical touchpoint philosophy
Pilot and evolve hub-based gathering programs — bringing a quarterly recommendation to leadership on new models for how and where our distributed teams come together
Partner with Procurement to manage vendor and partner relationships, conducting quarterly performance reviews and maintaining an always-current vendor tracker.
Maintain the monthly budget report across all physical workplace initiatives — accurate forecasting, variance tracking, and a clear forward-looking financial view delivered to the Senior Director, People & Culture each month
Own and maintain comprehensive project plans across all workplace initiatives — updated weekly and shared with relevant stakeholders as the single source of truth for timelines, owners, dependencies, and risks
Ensure all physical spaces and events comply with local regulations, safety standards, and insurance requirements across all geographies
Deliver a monthly real estate and workplace briefing to the ELT — covering portfolio status, CDMX project updates, budget summary, and upcoming decisions; materials should be concise, data-informed, and decision-ready