Workplace Experience Manager

Apptronik•Mountain View, CA

3d•Onsite

About The Position

Apptronik is seeking a Workplace Experience Manager for its Sunnyvale site, a location heavily utilized by executives and VIPs, supporting perception AI and product teams. This role is the primary point of contact for the daily experience and operation of the site, ensuring it is always polished, functional, and ready for demonstrations. The manager will personally handle the reception desk as the front-of-house presence. Operating with a high degree of independence due to periodic on-site Facilities leadership, this role involves anticipating needs, making sound day-to-day decisions within defined parameters, and proactively resolving issues. For executive and VIP visits, the manager ensures the site and executive briefing center are clean, stocked, secure, and demo-ready, providing a polished front-of-house and guest experience in support of the executive assistant team. The role requires professional poise to interact credibly with diverse individuals, from vendors to C-level leadership, and the judgment to respectfully manage unreasonable requests.

Requirements

Proactive, ownership mindset, a genuine go-getter who runs a site independently and anticipates needs rather than reacting to them.
Clear understanding of boundaries and escalation: knows what to own, what to route to Facilities, and what belongs to other teams (EA, HR).
Hospitality-forward and comfortable personally staffing a reception desk as the front-of-house presence of the office.
Professional poise and a genuine backbone: credible with all levels, from vendors to C-suite, with the judgment to push back diplomatically.
High-energy community builder who sets a site’s tone and culture.
Strong vendor coordination and day-to-day management skills.
Familiarity with visitor management (e.g., Envoy) and ticketing (e.g., Jira), or comparable systems.
Excellent communication, discretion, and interpersonal judgment.
Collaborative partner to the EA and HR teams, with clear respect for role boundaries and no interest in owning executive-support work.
Comfort operating in a fast-paced, ambiguous, early-stage site environment.
High school diploma or equivalent required.
3–5 years in reception, hospitality, guest services, workplace experience, office administration, or facilities coordination, ideally including a guest- or executive-facing environment.
Proven ability to operate independently and take ownership.

Nice To Haves

Associate/Bachelor’s or coursework in business administration, hospitality, or workplace management preferred.

Responsibilities

Own and manage the reception desk as the site's front-of-house post, personally staffing it and/or coordinating coverage, greeting and directing employees, guests, vendors, and VIPs, and setting the standard for every arrival.
Own the daily experience and operation of the Sunnyvale site, ensuring it is consistently polished, functional, and ready for employees, executives, and VIP guests.
Act as the face of the workplace and the site’s decision-maker for day-to-day operations, exercising independent judgment between Facilities leadership visits and escalating what genuinely warrants it through defined pathways.
Keep the site and executive briefing center presentation- and demo-ready at all times, clean, stocked, functional, secure, so the space is never a variable when VIPs arrive.
During VIP visits and executive meetings, provide front-of-house, guest, facility, and vendor support to the EA and executive teams (who own logistics, AV, and agenda).
Own visitor management (e.g., Envoy/VMS), check-in, and badging, and keep the reception area welcoming and well-organized so every guest, from vendors to VIPs, has a smooth, secure, professional arrival.
Identify, build, and manage local vendor relationships including catering as needed (janitorial supplies, beverage, etc.), managing performance to a high standard day-to-day.
Maintain supply, pantry, and workspace readiness so the site never scrambles ahead of a visit or event.
Partner with HR and Recruiting on onboarding logistics, workspace setup, access coordination, and first-day readiness.
Plan and lead site-wide, all-employee workplace and culture events (the EA team owns executive and staff offsites).
Own seating and workspace planning as the site scales toward ~80 employees by the end of 2026.
Proactively surface facility, safety, and vendor risks; hold the space and its vendors to a demo-ready standard.
Maintain discretion and sound judgment around executives, guests, and confidential or VIP activity.