Workplace Experience Manager

Vapi•New York, NY

2d•$110,000 - $120,000•Onsite

About The Position

Vapi is seeking a Workplace Experience Manager to own the physical workplace and the candidate's first impression of the company. This role is central to managing vendors, facilities, and on-site operations, as well as being the connective tissue of the recruiting process. The ideal candidate thrives in ambiguity and thinks beyond the job description. Vapi is hiring one Workplace Experience Manager in San Francisco and one in New York. This is an individual contributor role.

Requirements

4+ years across office operations and/or recruiting coordination in a tech or startup environment.
Proven experience working directly with vendors, contractors, and building management.
Strong operational instincts — you notice what's broken, missing, or inefficient and fix it.
Exceptional at calendar logistics and juggling competing, time-sensitive priorities without dropping anything.
Discreet and trustworthy with confidential candidate and compensation information.
Comfortable in a fast-paced, high-growth startup with constant change.
Clear, warm communicator who can confidently represent Vapi to candidates, vendors, and executives alike.
Hands-on, proactive, and willing to roll up your sleeves.

Responsibilities

Take over day-to-day office operations including vendors, food, supplies, cleaning, and facilities.
Own interview scheduling end-to-end across time zones.
Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages.
Step in as on-site host for guests, candidates, and executives.
Map existing office and recruiting workflows and flag what's broken or ad-hoc.
Become the primary contact for all vendors and building management (COIs, access, maintenance).
Run the full candidate logistics experience — confirmations, prep, travel, day-of hosting — and keep loops moving (debriefs, feedback, stalled-pipeline flags).
Partner with IT on provisioning, access systems, seating, and interview rooms/AV.
Rebuild weak workflows and write SOPs.
Support offer logistics and the handoff into onboarding.
Lead vendor negotiations (bulk pricing, service optimization).
Oversee office improvements and light build-outs.
Build scalable systems that reduce friction as headcount grows.
Anticipate future office and hiring needs.
Own problems end-to-end and proactively surface what the office needs next.