Workplace Experience Manager Why We're Hiring This Role:We need a trusted operator to own the two things that define how Vapi feels from the inside: the physical workplace and a candidate's first impression of us. You'll be the central point of contact for vendors, facilities, and on-site operations - and the connective tissue of our recruiting process. Ideal for someone who thrives in ambiguity and thinks well beyond the job description. We are hiring one
Workplace Experience Manager in San Francisco and one in New York. This is an individual contributor role.
What You'll Do:- 30 Day: Take over day-to-day office operations across both floors (vendors, food, supplies, cleaning, facilities) and 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. Step in as on-site host for guests, candidates, and execs. Map existing office and recruiting workflows and flag what's broken or ad-hoc.
- 60 Day: 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 bulletproof interview rooms/AV. Start rebuilding the weak workflows you mapped and write SOPs. Support offer logistics and the handoff into onboarding.
- 90 Day: Lead vendor negotiations (bulk pricing, service optimization) and oversee office improvements and light build-outs. Build scalable systems that reduce friction as headcount grows, and anticipate future office and hiring needs. Own problems end-to-end and proactively surface what the office needs next.
Who You Are:- 4+ years across office operations and/or recruiting coordination in a tech or startup environment (we'll weight the mix toward whichever half is heaviest for us today)
- 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
How We Work:- Build something worthy of love
- Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.
- Commit and follow through
- We finish what we start and build trust by being people others can count on.
- Why not today?
- We value urgency and momentum. The fastest path to customer value usually wins.
- Seek raw input
- We go directly to customers, data, and teammates instead of relying on summaries or assumptions.
- It's our problem
- We operate as one team. We share credit, own mistakes together, and support each other when things get hard.
- Be direct and kind
- We give feedback clearly, respectfully, and without delay.
Why Vapi:- Generational impact: Build the human interface for every business
- Ownership culture: 70% of the company are previous founders
- Kind team: The founders, Jordan and Nikhil, are Canadians
- Tier-1 Investors: YC, KP seed, Bessemer Series A
What We Offer:- Real stake: We offer a competitive salary and excellent equity ownership
- Comprehensive health coverage: medical, dental, and vision plans
- Team love: We love hanging out, and we do quarterly off-sites
- Flexible time off: take what you need
- More: catered meals, transportation, gym, and a $10k annual L&D budget
- Salary: $110,000 - $120,000 per year
