Workplace Experience Manager

📋 Description

• • At Almabase Inc., we are driven by the conviction that exceptional work flourishes when fundamental human and workplace needs are consistently met, allowing our team to focus entirely on their core responsibilities without distraction. We are seeking a highly motivated and self-directed Workplace Experience & Facilities Manager to establish, oversee, and manage our workplace operations from the ground up. This is a unique opportunity for an individual who thrives in an environment where they can design and implement processes, document operational standards, and ensure the predictable and seamless functioning of our workplace on a daily basis.
• • Your ultimate success in this role will be gauged by a singular, powerful metric: employees never having to inquire about basic workplace necessities because all provisions are consistently and reliably in place. This means creating an environment where the workplace 'just works,' allowing everyone to perform at their best.
• • **Core Ownership: Workplace Wellbeing & Hygiene Systems**
• • You will be the primary owner of all foundational workplace needs, encompassing the provision of nutritious and hygienic daily meals prepared by in-house cooks.
• • Ensuring a clean, safe, and meticulously maintained workspace for all employees is paramount.
• • This includes the upkeep of restrooms, pantries, meeting rooms, and common areas, such as the gaming room and sleeping room, ensuring they are always in optimal condition.
• • You will be responsible for monitoring and maintaining the quality of drinking water, air quality (AQI), ventilation, and ensuring comfortable ambient temperatures.
• • A key responsibility is ensuring the constant availability of essential basic necessities, anticipating needs before they are voiced.
• • You will be tasked with designing and implementing Standard Operating Procedures (SOPs), comprehensive checklists, and rigorous audit routines to guarantee that hygiene and wellbeing standards are not just met, but consistently upheld daily, moving beyond a reactive management approach.
• • **Facilities & Infrastructure Reliability**
• • You will assume end-to-end ownership of all facilities operations, ensuring the smooth functioning of critical infrastructure.
• • This includes managing internet connectivity, power backup systems, air conditioning, access control systems, CCTV surveillance, lighting, and office furniture.
• • Developing and executing preventive maintenance schedules and managing Annual Maintenance Contracts (AMCs) will be crucial.
• • Establishing robust protocols for emergency issue handling and escalation ensures swift and effective resolution of any unforeseen problems.
• • Ensuring meeting rooms are consistently ready for use, including the functionality of Audio-Visual equipment, cleanliness, availability of stationery, and water, is a key performance indicator.
• • The goal is to maintain facilities proactively, minimizing downtime and preventing any meeting disruptions due to readiness issues.
• • **Team Management: Cooks, Housekeeping, Security**
• • You will directly manage and empower the workplace support staff, fostering a high-performing team.
• • This involves setting clear, daily task standards and meticulously planned schedules for all team members.
• • Providing comprehensive training on hygiene, professional conduct, safety protocols, and overall professionalism is essential.
• • Ensuring consistent attendance coverage and uninterrupted service continuity is a primary objective.
• • Cultivating a team culture that is respectful, accountable, and aligned with the company's core values is vital.
• • You will be responsible for hiring temporary or backup staff as needed to maintain the highest standards of service quality.
• • The aim is for the staff to operate based on clear routines and established standards, reducing the need for constant direct supervision.
• • **Workplace Operations & Logistics**
• • You will own the operational readiness of the office environment.
• • This includes meticulous pantry supplies and inventory management, ensuring all consumables are stocked.
• • Managing office inventory, including laptops, accessories, and onboarding kits for new hires, will be part of your remit.
• • Ensuring Day-1 readiness for new joiners, in close collaboration with the People Operations team, is critical.
• • You will be responsible for the workplace experience of candidates and visitors, ensuring a positive and professional impression.
• • Providing operational support for small internal events, ensuring seamless execution, is also expected.
• • **Support for US Remote Team**
• • You will ensure that remote team members receive an equivalent level of operational support, bridging geographical distances.
• • This includes managing the logistics of laptop and accessory distribution and returns.
• • Coordinating the delivery of company swag and onboarding kits to remote employees.
• • Establishing and adhering to clear Service Level Agreements (SLAs) for replacements or issue resolution for remote team members.
• • Facilitating coordination with internal teams and external vendors to support remote staff needs.
• • **Process Building & Automation**
• • This role is fundamentally about building robust systems from the ground up, requiring a strategic and systematic approach.
• • You are expected to design, document, and implement comprehensive workplace SOPs that standardize operations.
• • Setting up effective trackers, checklists, and clear escalation matrices will streamline workflows and accountability.
• • A commitment to continuously improving operational efficiency quarter over quarter is essential.
• • While deep AI expertise is not required, a curious and open mindset, coupled with a willingness to leverage digital tools to simplify and enhance the reliability of work, is highly valued.