Workplace Manager

WORKPLACE MANAGER

Latent builds robust, reliable medical intelligence that helps health systems get patients on therapy faster. We’re growing quickly and we need a hands-on Workplace Manager to manage the San Francisco and New York City offices end-to-end and run the rituals that keep our team connected and moving fast.

You’ll operate as an operator + host + program runner: keep the space humming, stand up simple processes, and deliver high-signal, low-overhead moments (all-hands, lunches, offsites, recognition) that make hard weeks fun.

OUTCOMES YOU’LL OWN

• Always-ready office: Doors open, desks available, AV works, snacks stocked, guests welcomed—every day.
• Smooth move-in & scale-up: Seamless build-out and migration to our new HQ; vendor programs stood up and humming.
• Reliable rituals: All-hands, lunches, birthdays, and team events run on time with clear owners and clean AV.
• Lightweight ops systems: Simple playbooks and trackers (facilities, vendors, supplies, visitors, IT-lite, reimbursements) that reduce chaos week over week.
• High morale signals: People feel seen and supported; wins and milestones are recognized consistently.

WHAT YOU’LL DO

Space & Facilities

• Own day-to-day San Francisco (HQ) operations (access/badging, front-of-house, visitors, mail/shipments, seating, safety).
• Stand up/lead vendors: janitorial, food/beverage, plants, security, handyman, AV, coffee/water, waste/e-waste.
• Manage the office move: timeline, punch list, vendors, furniture, labeling, day-of execution, decommission.
• Keep an office run-sheet and rolling 90-day facilities plan (repairs, refreshes, supplies, budgets).
• Track space utilization; adjust seating and phone-booth etiquette as we grow.
• Manage Workplace Associate for our growing New York City office, ensuring success over similar programs as San Francisco, as applicable.
• Quarterly travel expected to NYC.

Programs & Team Activities

• Own monthly all-hands: slide prep support, room/AV, recording, follow-ups.
• Run a recognition cadence (wins of the week, anniversaries, birthdays) and a lean internal update (e.g., monthly pulse or #latents-wins).
• Plan team moments: monthly socials, customer celebration dinners, seasonal/holiday events, investor/open-house nights.
• Coordinate offsites/retreats (venue, travel holds, agendas, activities) with owners across teams.
• Launch Lunch & Learn and onboarding coffee-buddies to spread institutional knowledge.
• Manage swag programs.

Lightweight Internal Ops

• Manage seating charts and new hire desk set-up, in partnership with IT.
• Own everyday procurement & reimbursements (cards, receipts, simple trackers) and keep spend tidy with Finance.
• Maintain a living knowledge base (office guide, vendor contacts, how-tos) so anyone can self-serve.
• Partner with People/Ops on onboarding (first-day schedule, swag, desk, access, welcome lunch).

EXPERIENCE WE’RE LOOKING FOR

• 4+ years in workplace/office management at a high-growth startup (multi-vendor coordination, daily facilities ops).
• Strong event/program chops: you’ve produced all-hands, socials, or offsites with clean AV and happy attendees.
• Vendor & budget management; comfort negotiating scope, SLAs, and simple contracts.
• Tools: Google Workspace, Slack, basic spreadsheets; AV familiarity (screen share, mics, recording).
• Nice-to-have: office move/build-out experience; light IT coordination; prior People/Engagement partnership.