PhysicsX - Office Manager

• Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment • Manage front of house and reception, ensuring visitors and employees receive a consistently exceptional experience • Coordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activities • Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services • Champion employee experience initiatives, actively seeking feedback and identifying improvements • Health, Safety & Compliance • Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements • Carry out routine H&S checks and workplace inspections (e.g. fire safety, first aid stock, equipment checks), logging findings and completing required actions in the EHS system • Keep the EHS system up to date — uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelines • Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures • Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site • Support the onboarding of new joiners with office orientation, access setup, and induction logistics • Access Control & Security • Liaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all times • Liaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retained • Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead • Knowledge Management • Own and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees — including office guides, building access, amenities, visitor information, and seating plans • Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-day • Proactively review documentation on a regular cadence rather than waiting for things to go out of date • Work with the Workplace Leads to ensure knowledge is structured consistently across EU and US. • Collaboration & Governance • Work closely with colleagues across the function, contributing to shared standards, playbooks, and ways of working • Maintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learnings • Escalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriate • Contribute to the continuous improvement of workplace systems, processes, and documentation • Proven experience in an office management, facilities, or workplace operations role • Experience managing vendors and contractors, with an eye for quality and service standards • Comfortable with H&S responsibilities and familiar with relevant local compliance requirements • Experience managing or supervising others is desirable • Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously • A proactive self-starter who takes ownership, responsibility, and follows through without needing to be chased • Excellent interpersonal and communication skills — able to build strong relationships at all levels • A genuine passion for creating great workplace experiences and a high bar for quality • Comfortable working in a fast-paced, scale-up environment where things change quickly • Collaborative by nature, able to work effectively as part of a distributed global team • What You'll Be Part Of • PhysicsX's Workplace & Employee Experience function is built on a simple but ambitious belief: the physical and cultural conditions of work should never be a reason someone leaves, disengages or underperforms. When it's working well, the environment we create is a competitive advantage — a reason exceptional people stay, and a reason they tell others to join. • The function delivers operationally excellent offices across UK, US and Singapore, a global standard for facilities and health and safety, workplace productivity tools governance, knowledge management as infrastructure, and company-wide culture and employee experience programs. • It is co-led by two peer Workplace Leads — one for each geography — each owning their region locally while contributing to a shared global centre of excellence. As Office Manager, you sit at the core of that model, making the vision real for the people in your office every day. • Working at PhysicsX • This role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.