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.