About the job
Workplace Manager
At Latent, we are pioneering the development of advanced medical intelligence systems designed to expedite patient therapy engagement across health systems. As we transition from a collaborative 4,000 sq ft workspace to our expansive 12,000 sq ft headquarters, we seek an enthusiastic and proactive Workplace Manager to oversee our office operations and foster a vibrant team culture.
In this dynamic role, you will act as a coordinator, facilitator, and program manager, ensuring our office environment is not only functional but also a place where our team can connect and thrive. You will implement efficient processes and orchestrate engaging events that transform challenging weeks into memorable ones.
Key Responsibilities
Maintain an always-ready office environment: accessible spaces, operational AV equipment, well-stocked snacks, and a welcoming atmosphere for guests.
Facilitate a smooth transition to our new headquarters, ensuring all vendor partnerships are established and functioning effectively.
Coordinate reliable team rituals: ensure timely execution of all-hands meetings, lunches, birthdays, and various team events with clarity and seamless audio-visual support.
Develop lightweight operational systems: create simple playbooks and tracking mechanisms for facilities, vendors, supplies, visitors, IT support, and reimbursements to minimize chaos.
Enhance team morale: ensure that all team members feel acknowledged and supported, regularly celebrating wins and milestones.
Role Functions
Office & Facilities Management
Oversee daily operations at HQ, including access control, front-of-house management, visitor coordination, mail and shipments, seating arrangements, and safety protocols.
Lead vendor relationships: manage partnerships with janitorial services, food and beverage providers, landscaping, security, maintenance, AV services, and waste management.
Manage office relocation: oversee timeline management, coordinate with vendors, oversee furniture logistics, labeling, and execute decommissioning processes.
Maintain an updated office run-sheet and a rolling 90-day facilities plan, addressing repairs, refreshes, supply needs, and budgets.
Monitor space utilization: adjust seating arrangements and phone-booth etiquette as the team grows.
Programs & Team Activities
Organize monthly all-hands meetings: manage agendas, provide slide preparation support, ensure room and AV readiness, and handle follow-ups.
Implement a recognition program: celebrate weekly wins, anniversaries, and birthdays, along with a concise internal update to share team progress.
Plan engaging team moments: coordinate monthly social events, customer appreciation dinners, seasonal celebrations, and investor open-house nights.
Facilitate offsites and retreats: manage logistics, venue selection, travel arrangements, and agenda planning.
