Workplace Experience Manager

About Us
Academia.edu is a venture-backed, for-profit, and profitable company based in San Francisco. We are recognized as the world’s leading platform for researchers and scholars to share work, discover research, and connect with academics globally. Our bold vision is to democratize and accelerate the world's research, enhancing the speed of scientific discovery and technological progress for the benefit of everyone. We imagine a world where accessing academic papers is effortless, keeping track of cutting-edge research is seamless and collaborating with researchers is easier than ever before. Our platform empowers millions of scholars worldwide to push the boundaries of human understanding. We believe in the power of knowledge to change lives and the world, and our commitment to this mission drives everything we do.
Join us as we continue to redefine what's possible in the world of research. Discover careers that challenge, inspire and propel you toward a future where your ideas can truly change the world. At Academia.edu, we're not just shaping the future of research-we're shaping the future of possibilities.
Please note that this role is in the San Francisco Bay Area.
This role will be needed in the office 5 days a week. Our office is located in San Francisco's Financial District (580 California St) and we all gather for All Hands meetings, collaborative sessions, innovation-driven brainstorming, and events that bring us closer together. Our space has everything we need-from cozy rooms for 1:1 mentoring and focused work to larger rooms designed for team activities.
About the role
We’re looking for a Workplace Experience Manager who gets genuinely excited about organizing spaces, anticipating needs before they arise, and turning everyday office operations into something exceptional. This is a behind the scenes hero ensuring everything from IT setup to space design runs like clockwork. We need someone who sees potential in every corner and gets excited about making people’s workdays better.
Reporting to the VP of People Operations, you’ll be the mastermind in creating an environment where our values and culture comes alive in our workspace.
Responsibilities

• Elevate the workplace experience across virtual and physical settings.
• Cultivate vendor relationships to ensure a seamless service delivery and cost effective solutions.
• Drive workplace innovation by identifying opportunities to enhance both in-office and remote employee experiences.
• Lead office relocations and/or expansions from concept to completion while managing budget and timelines.
• Ensure meeting spaces are flawless by maintaining conference room technology, booking systems, and room setups.
• Manage office access through building keycard systems, visitor management, and security protocols.
• Coordinate maintenance and repairs to minimize office disruptions.
• Oversee office supplies and inventory ensuring teams have everything they need to succeed.
• Conduct regular safety assessments and implement improvements to emergency procedures, first aid kits, and relevant workplace safety training to protect the wellbeing of our employees.
• Collaborate with our IT consultants to optimize network performance and troubleshoot connectivity issues.
• Provide first line technical support for basic hardware, software, and/or connectivity issues.
• Manage office technology such as printers, video conferencing equipment, and tv displays.
• Coordinate office events and celebrations that strengthen company culture and brings teams together.
• Serve as the problem solver for any workplace related issues.

Skills and Experience

• 4+ years of experience in facilities management, office operations or workplace experience.
• Proven track record of managing vendor relationships and service contracts.
• Budget management experience with cost control and vendor negotiation.
• Hands on experience with basic IT troubleshooting and technology support.
• Proactive problem solving mindset with attention to detail.
• Experience supporting a hybrid workforce and virtual collaboration tools.
• Strong communication skill so interact with all levels of the organization and vendors.
• Customer service experience with a focus on employee satisfaction.

We value diversity and are committed to creating an inclusive environment for all employees. We encourage applications from individuals of all backgrounds and experiences.
Benefits
Comprehensive Healthcare Coverage: 100% employer-paid medical, dental, and vision insurance for you and your dependents
Generous Time Off: 21 paid vacation days, 12 paid company holidays, and unlimited sick days; paid parental leave and other leaves for life’s needs; 6-week paid sabbatical every 4 years
Flexible Work Arrangements: Flexible daily schedules within a hybrid work environment, annual remote-office budget, and monthly WFH internet stipend
Competitive Compensation: Competitive salary, 401k plan, and stock options
Mission-Driven Company: Join a mission-driven company to accelerate and democratize the world’s research
Learn more on our Careers Page!
Academia is a proud equal-opportunity employer and we are committed to hiring and supporting a diverse workforce. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Compensation: $90K - $115K