Workplace Experience Manager

9am.ai Inc.

Job Overview

Location

United States

Job Type

Full-time

Full Job Description

📋 Description

• Own the day-to-day functioning of the San Diego office, ensuring the workplace is clean, organized, stocked, safe, and ready for employees and guests.
• Manage office supplies and recurring restocking, including snacks, drinks, coffee, paper goods, printer supplies, cleaning products, and other workplace essentials.
• Coordinate lunch ordering for regular in-office team meals and for days when out-of-town employees are visiting.
• Oversee practical office needs including garbage day coordination, room resets, workspace setup, and general office readiness.
• Help maintain a polished, warm, and functional in-office experience that reflects 9am Health’s culture.
• Own employee moments that help people feel welcomed and recognized, including birthdays, anniversaries, promotions, team milestones, and other cultural moments.
• Plan and execute in-office events, celebrations, and team gatherings, including ordering, setup, vendor coordination, and day-of logistics.
• Manage swag and office merchandise inventory for new hires, guests, and company moments.
• Coordinate employee equipment logistics, including shipment, tracking, recovery, reset/wipe coordination, and redeployment of returned devices where possible before ordering new inventory.
• Maintain visibility into equipment inventory and readiness for new hires and employee transitions.
• Support onboarding logistics including swag, workspace preparation, welcome coordination, and other employee-facing Day 1 needs.
• Partner with the People team on onboarding and offboarding logistics.
• Serve as a primary point of contact for office vendors, building management, maintenance providers, cleaners, pest control, water service, and other workplace partners.
• Coordinate contractors and ongoing office maintenance or improvement projects.
• Support office upgrades, resets, and physical space improvements, including organizing spaces after work is completed and helping execute leadership’s vision for the office environment.
• Track follow-ups with external partners and keep projects moving even when vendors are slow to respond.
• Manage incoming physical mail on a recurring basis, including opening, sorting, scanning, uploading, routing, and escalating important documents.
• Handle time-sensitive and operationally important materials with urgency and accuracy, including checks, tax documents, labs, and other business-critical paperwork.
• Route documents to the appropriate folders, stakeholders, or approvers, and support check-signing / deposit workflows as needed.
• Build and maintain lightweight, reliable processes so mail and document handling stays organized and does not become a backlog.
• Provide flexible operational support for office and leadership needs as they arise.
• Assist with occasional scheduling, travel logistics, team coordination, and other administrative support connected to the in-office employee experience.
• Act as a dependable in-person operator who can step in on high-priority office needs without requiring heavy oversight.

🎯 Requirements

• 3+ years of experience in office management, workplace experience, hospitality, executive support, employee experience, or a similar operations-heavy role.
• Strong organizational skills and follow-through, with the ability to manage multiple recurring and ad hoc responsibilities at once.
• Experience coordinating vendors, contractors, deliveries, supplies, and office operations end to end.
• Comfort handling sensitive or time-critical materials with discretion and accuracy.
• Sound judgment and a strong bias toward action; you notice what needs attention and handle it.
• A warm, professional, service-oriented presence and strong in-person communication skills.
• Ability to work on-site in San Diego on a consistent basis.
• Startup experience strongly preferred.
• Experience supporting workplace projects, events, and equipment logistics preferred.

🏖️ Benefits

• Comprehensive benefits package, including health, dental, and vision insurance.
• Flexible PTO and work from home options.
• Professional development budget and support continuing education.
• Opportunity to make a meaningful impact on chronic disease management and patient outcomes while contributing to a collaborative, mission-driven culture focused on improving healthcare accessibility and affordability.

Skills & Technologies

Onsite

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9am.ai Inc.

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About 9am.ai Inc.

9am.ai provides AI-driven workforce analytics that help companies optimize hybrid work policies, desk availability, and team collaboration. Its platform integrates with calendars, sensors, and HR systems to deliver real-time occupancy data, predictive scheduling, and carbon-impact insights, enabling organizations to reduce real-estate costs, improve employee experience, and meet sustainability targets through smarter office utilization.

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