Workplace Experience Manager

Vapi

Workplace Experience Manager responsible for managing office operations and enhancing candidate experience. Collaborating with vendors, maintaining workflows, and overseeing logistics across locations.

Posted 7/9/2026full-timeNew York City • New York • 🇺🇸 United StatesMid-LevelSenior💰 $110,000 - $120,000 per yearWebsite

About the role

Key responsibilities & impact

Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities)
Keep them running without dropped balls. Own interview scheduling end-to-end across time zones
Get fluent in the ATS (Ashby/Greenhouse) with clean records and accurate stages
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
Partner with IT on provisioning, access systems, seating, and bulletproof interview rooms/AV
Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs

Requirements

What you’ll need

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

Benefits

Comp & perks

Competitive salary and excellent equity ownership
Comprehensive health coverage: medical, dental, and vision plans
Team love: We love hanging out and do quarterly off-sites
Flexible time off: take what you need
More: catered meals, transportation, gym, and a $10k annual L&D budget

ATS Keywords

✓ Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

Office OperationsRecruiting CoordinationVendor ManagementLogistics ManagementWorkflow MappingInterview SchedulingCandidate LogisticsService OptimizationBuilding ManagementAccess Systems

Soft Skills

Clear CommunicationProactive AttitudeTrustworthinessProblem-SolvingAdaptability