Position OverviewSkild AI is looking for a proactive, people-oriented, and highly organized Workplace Experience Manager to own the day-to-day experience of our San Mateo office. This role sits at the intersection of workplace, people operations, employee experience, and office operations.
The Workplace Experience Manager will be a front of house role and serve as the first point of contact for employees, candidates, guests, and vendors. This is not a receptionist role. This is a strategic workplace role. We are looking for someone who can independently run the office day to day, anticipate needs, manage vendors, coordinate across Operations, People, Recruiting, IT, Security, and Facilities and help create a workplace where employees can do their best work.
This role is ideal for someone who enjoys being close to the center of office activity, takes pride in creating a high-quality employee and guest experience, and wants to grow into broader workplace ownership as the company scales.
Responsibilities- Own daily workplace operations for the San Mateo office, ensuring the office is clean, organized, stocked, functional, welcoming, and guest-ready.
- Serve as the front-of-house owner for employees, candidates, guests, vendors, and partners.
- Manage reception, visitor experience, mail, packages, guest coordination, front desk presentation, and office communications.
- Maintain high standards for conference rooms, shared spaces, cafeterias, kitchens, printer areas, supplies, and employee amenities.
- Own food, beverage, snacks, office supplies, printer supplies, and recurring workplace inventory.
- Manage workplace vendors, including janitorial, catering, snacks and beverages, building management, office supplies, maintenance, and repair vendors.
- Partner with People Operations and Recruiting on onboarding, employee experience, office rituals, celebrations, and moments that matter.
- Coordinate new hire workplace logistics, including desk assignment, office access, welcome materials, first-day readiness, and coordination with IT, Security, and Facilities.
- Partner with Facilities on physical workplace needs, including desk setups, furniture moves, repairs, storage, shipments, and space resets.
- Support seating, desk changes, team moves, space planning, and office organization as the company grows.
- Plan and support onsite events, team lunches, happy hours, all-hands logistics, candidate visits, and internal gatherings.
- Build lightweight workplace processes, checklists, vendor documentation, office standards, and recurring routines.
- Proactively identify and resolve office issues before they impact employees or visitors.
- Support site safety, emergency readiness, and building-related escalations during business hours.
Preferred Qualifications- 4+ years of experience in workplace experience, office management, people operations, hospitality, facilities coordination, or a similarly hands-on, people-facing role.
- Proven ability to independently run day-to-day office operations with strong ownership and minimal direction.
- Comfort being front-desk based, highly visible, and close to the center of office activity.
- Strong service orientation and genuine care for creating an excellent employee, candidate, and guest experience.
- Experience managing vendors, office supplies, food and beverage programs, onboarding logistics, events, seating, mail/packages, and workplace requests.
- Excellent judgment, organization, follow-through, and attention to detail.
- Clear, warm, and professional communication with employees, candidates, vendors, and leadership.
- Ability to manage competing priorities, ambiguity, and last-minute changes in a fast-moving environment.
- Proficiency with Google Workspace, Slack, and workplace request or ticketing systems such as Jira, Freshservice, ServiceNow, or similar.
- Ability to work onsite five days per week in San Mateo.
